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2010 Caucus Reference

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					2010 Caucus Reference Guide




             Maine Democratic Party

                16 Winthrop St

                 PO Box 5258

                  Augusta, ME

                (207) 622-6233

              www.mainedems.org
Contents
Caucus to Election Timeline .......................................................................................................................... 3
2010 Caucus Convener Script ....................................................................................................................... 4
   Welcome ................................................................................................................................................... 4
   Agenda ...................................................................................................................................................... 5
   Call to Order .............................................................................................................................................. 5
   Elect Secretary and Chair .......................................................................................................................... 6
   Municipal Committee ............................................................................................................................... 6
   Elect Municipal Committee Officers ......................................................................................................... 7
   Adopt or Reaffirm By-Laws ....................................................................................................................... 7
   County Committee .................................................................................................................................... 8
   Delegates and Alternates .......................................................................................................................... 9
   Nominate Election Clerks ........................................................................................................................ 11
   Town Organizer ....................................................................................................................................... 11
   Any Other Business ................................................................................................................................. 12
Caucus Secretary’s Role .............................................................................................................................. 13
   Script for Election of Chair ...................................................................................................................... 13
Pre-Caucus Checklist ................................................................................................................................... 14
Caucus Day Checklist................................................................................................................................... 15
Post-Caucus Checklist ................................................................................................................................. 17
Sample Press Release.................................................................................................................................. 18
Sample Notice for Posting Locally ............................................................................................................... 19
Quick Reference Guide ............................................................................................................................... 23




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                             2010 Caucus Reference Guide



 Caucus to Election Timeline

                             Call of the Convention by the State Committee Chair to the Chair of each
By November 2
                             County Committee and each Municipal Committee. [MDP 210.1.B]
                             Each County Chair shall confer with each Municipal Chair or Secretary to
By November 17
                             determine ability to call the caucus. [MDP 210.2.A]
Late November                Scheduled Caucus Training Sessions Begin
                             Municipalities shall notify County Chairs of the time and location of their
By December 2
                             caucuses [MDP 210.2.C]
2010
                             Deadline for MDP to distribute caucus training packets to municipalities.
January 1
                             [MDP 210.1.C]
                             Last day for voters to unenroll from the Republican or Green Party and
                             still be able to vote in a Democratic caucus. (NOTE: Voters who are
January 16 (15 days before   unenrolled as of this date, and new residents not previously registered in
caucus)                      the municipality, can enroll in the Democratic Party at the municipal
                             caucus and then participate in the caucus.) [MRSA, Title 21-A, §144.3]

                             Deadline for posting caucus notices in public places. . [MRSA, Title 21-A,
No later than January 24
                             §311.3] ==OR==
                             Newspaper notices and ads regarding time and location of caucuses must
January 24 –January 28       be published within this time period. [MRSA, Title 21-A, §311.3]

Week of January 24           Voter Lists and Forms will be distributed to conveners
SUN., JANUARY 31             Uniform Democratic Caucus Date
                             Deadline for returning caucus forms #1, #2, #3, and #4 to the MDP
                             Headquarters. Caucus conveners must also send reports to Municipal and
                             County Chairs. A copy of form #2 also goes to the Town Clerk. [MDP Rules
Sunday, February 7
                             240]

                             Deadline for amendments to the MDP Platform (need 20 delegate
May 7                        signatures). (14 business days before convention) [MDP Rules 1320]

Friday and Saturday, May     Maine Democratic State Convention
21-22
Tuesday, June 8              Primary Election Day
Tuesday, November 2          General Election Day




                                                                                                  Page 3
 2010 Caucus Convener Script

                                                  NOTE

 Following is a possible script you may use at your caucus. Feel free to elaborate on any topic and be
 sure to be flexible as things happen in your caucus. Above all, have fun.



 Welcome


 Thank you for coming to the caucus. I am _________________________________
 and I’ll get things started.

 A caucus is the most basic form of politics. We meet with our neighbors, discuss
 politics, and elect representatives to various bodies. It all starts here.



                                                   NOTE
If the size of your caucus allows, have everyone introduce themselves. Be sure to introduce any special
guests attending your caucus.

Make sure everyone has a Form 1 and a pen.



 Let’s make sure we all have our Caucus Form filled out.

 Write in the first three letters of our County ________ and the name of our municipality
 _______________________________________________________.



 Enter your name and the address where you live in the “residential address” field. If
 your mailing address is different write it in that area.

 If you hold elected office check the box and write down the office you hold.

 There’s no better way to reach out to voters than one-on-one contact. We’re always
 looking for volunteers to make calls or go door-to-door during campaigns. If you’re
 interested in helping out check the appropriate boxes.



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                              2010 Caucus Reference Guide

 Hold on to your forms; we’ll refer back to them later.



 Agenda


 Let’s talk about what we’re going to do today.



                                                 NOTE

WRITE this on a blackboard before the caucus or write it on an easel page and post in view of everyone.

                                               AGENDA

    1. Check In

    2. Call your caucus to order.

    3. Elect caucus Secretary and Chair

    4. Elect Municipal Committee Officers.

    5. Re-affirm or adopt town by-laws.

    6. Elect county committee members.

    7. Elect Delegates to Convention

    8. Nominate election clerks.

    9. Choose Your Town Organizer

    10. Adjourn your caucus



 This is our agenda for today.



 Call to Order


 I now call the caucus to order.




                                                                                                  Page 5
 Elect Secretary and Chair


 The first thing we need to do is elect a Secretary. It’s important than we have someone
 keep notes and record who we elect. The floor is now open for nominations for
 Secretary.

                                                  NOTE

CONDUCT the election of the Secretary.

GIVE the newly elected Secretary the Script sheet (at the end of this script) for Caucus Secretary and
have him/her conduct the election of Chair.

GIVE the new Chair this script so he/she can conduct the remainder of the Caucus.



 Municipal Committee


 We now should form a Democratic Committee for our town. As we gear up for this next
 election, a town committee is a good way to keep Democrats here in town informed of
 what’s going on. It lets us have a structure for local Democrats. We can join with
 neighboring towns to share events.

 There isn’t a limit to the number of members we can have. Anyone and everyone is
 welcome to take part.

 We are also part of the ________________________ County organization. Our local
 Chair automatically becomes a member of the County Committee. We’ll get into that a
 bit more in a little while.

 Who is willing to be a member of our Municipal Democratic Committee? Raise your
 hand.

                                                  NOTE

ENSURE that the Secretary records the name of everyone who indicates interest in being on the
Municipal Committee.




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                               2010 Caucus Reference Guide

 There’s a section on your Caucus Registration Form – the Form 1 that you all have - for
 Municipal Committee. Make sure you put a checkmark there to show you want to be on
 the Municipal Committee.



 Elect Municipal Committee Officers


 Now that we have a committee we need officers. We should first have a Chair.

 Do I hear nominations for Chair?

                                                 NOTE

CONDUCT the election of Chair.

Continue with other officers. There should at least be a Chair and a Secretary.




 Adopt or Reaffirm By-Laws


                                                 NOTE

DETERMINE if your town already has By-laws. Existing By-laws can be reaffirmed at this time.

If no By-laws exist, you can establish them. Sample By-laws are provided in this Guide and at
www.mainedems.org/caucus.



     1. If you already have By-laws:

             a. We have a set of by-laws established for our town committee. Does
                anyone have any changes or is there a motion to reaffirm them as they
                currently exist?

     2. If you have no By-laws:




                                                                                                Page 7
            a. Here is a set of proposed By-laws. Does anyone have any additions,
               deletions, or changes?

            b. Is there a motion to adopt them?




                                                NOTE

Be sure to sign and date the By-laws and return a copy to the Maine Democratic Party with your caucus
reports.




 County Committee


                                                 NOTE

 Be sure you have checked with the County Chair to find out how many members your town is allowed to
 elect to the County Committee. Also find out how often and where they meet. Write that information
 in the spaces below.



 The structure of the Democratic Party in Maine relies heavily on the County
 Committees. Our ________________________County Committee meets every
 __________________________________. Each town is allocated ______ members
 plus each town Chair is an automatic member of the County Committee.

 Members elected today take office immediately and serve a two year term.

 Unlike the Municipal Committee that we just formed, County Committee members are
 elected so I will open the floor for nominations to the __________________________
 County Committee.

                                                NOTE

CONDUCT the election of County Committee members.

ENSURE the Secretary records the names of those elected.


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                            2010 Caucus Reference Guide




 Delegates and Alternates


 The next item on our agenda is to elect delegates and alternates to the state
 convention.

 The convention will be held in Lewiston beginning Friday, May 21 and continues on
 Saturday, May 22. Our town is allocated ___________ delegates and the same
 number of alternates.

 The convention is a celebration of our Party and a chance for candidates to address the
 delegates. We expect all the candidates for Governor will be there as well as
 Representatives Michaud and Pingree. In a non-Presidential year like this, the
 convention needs to vote on the Maine Democratic Party Rules and Platform.
 Delegates actually chart the future of the Maine Democratic Party. The Convention also
 elects County Committee members who are nominated at County Caucuses held during
 the Convention. There will be a keynote speaker and a special Breakfast with a guest
 speaker. There will also be training seminars on Friday. Most of the candidates usually
 hold hospitality events on Friday evening. It’s most important that you attend on
 Saturday; though being there for the entire time is best.



 Our delegation must be balanced between men and women. We are allowed _______
 Delegates.

                                              NOTE

If an odd number of delegates, you must gender balance the even number and the odd number can be
of either gender.



 Do we have nominations for Delegate?



                                              NOTE

CONDUCT the election of Delegates


                                                                                            Page 9
 Okay, now we are allowed the same number of Alternates.

 Many Alternates become Delegates before the convention when the Credentials
 Committee is notified that a Delegate is unable to attend the convention. Many more
 are upgraded to Delegate status at the convention itself when the Credentials
 Committee knows which Delegates have checked in and which ones have not.

 Alternates are allowed to take part in the convention but cannot sit in the Delegate area
 and cannot vote.

 We are allowed the same number of Alternates as we have Delegates. They should be
 of the same gender.

 It’s important that a Delegate or Alternate who finds out they can’t attend the caucus, let
 the County Chair and the State Party know as soon as possible.

 Since we have ________ Delegates we will now elect the same number of Alternates.



                                                NOTE

CONDUCT the election of Alternates. To the extent possible, match gender for each Delegate/Alternate
combination.

DISTRIBUTE the Convention Handout to all Delegates and Alternates.



 The order in which the Alternates are moved up to Delegate position is random so we
 now have to hold a lottery to determine that order.



                                                  NOTE

 CONDUCT lottery for Alternate listing. Do this in whatever way you think works best for your caucus.



 The Delegates and Alternates will receive registration forms for the convention within a
 few weeks. Be sure to fill it out and send it back as soon as you can. There’ll be



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                              2010 Caucus Reference Guide

 special rates at hotels in the Lewiston/Auburn area and you’ll get that information with
 your registration.



 Nominate Election Clerks


 We now get to nominate clerks to work at the town polls on Election Day. We submit a
 list to the Municipal Clerk who may or may not choose from the list. There is a small
 salary for working at the polls. It’s required that each pair of election clerks be made up
 of a Democrat and a Republican.

 This will be for a two year term.

 Do I have any volunteers for this position?



                                                NOTE

BE SURE to record the names on the Form 2 and give the original to your Municipal Clerk.




 Town Organizer
 The Maine Democratic Party is working to rebuild our grassroots base in towns across
 the State. The Town Organizer plays the pivotal role in accomplishing this goal. Maine
 Democrats will be working to make history in 2010 by election the first Democratic
 Governor to succeed a Democratic Governor in over 150 years.

 Make no mistake; the Republicans are already hard at work. Maine Democrats’ 2008
 victories stung and Republicans will do anything and spend everything to capture the
 Blaine House. To win, like we won in 2008, we need to start early, be better organized
 than our opponents, and back our candidates in every way possible. The first step is to
 get organized at the local level, and that’s where the Town Organizer’s job comes in.
 The MDP is asking each municipal caucus to identify a Town Organizer for their town.




                                                                                           Page 11
The MDP Town Organizer Project can have an election-winning impact on the 2010
election, but to do so it must be organized in a way that is straightforward and workable
for its many volunteers. Simply put, each Town Organizer is calling Democrats and
potential Democrats to:

•     Identify Democratic supporters, volunteers and new volunteer leaders, and pass
on contact information to the Party.

•     Ask newly identified volunteers and leaders to help accomplish the Town
Organizer’s goals. Provide training and support as their involvement grows.

•    Meet to organizer letters-to-the-editor campaigns, voter registration and ID,
campaign work and get-out-the-vote efforts.

Town Organizers may be an elected town/city committeewoman or man, but this is not
required. A Town Organizer needs to have an activist heart, time to invest, and the
deep desire to ensure Democratic victory in 2010. A Town Organizer should like the
idea of getting to know and work with their neighbors, be willing to learn new skills,
delegate tasks, and keep good records. The Maine Democratic Party’s local field
organizers will provide training and will work with each Town Organizer to accomplish
our goals for 2010.




Any Other Business


Does anyone have any other business that we should discuss?

If not, I would entertain a motion to adjourn.

Thank you all for your participation.




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                                2010 Caucus Reference Guide



 Caucus Secretary’s Role
 (Be sure to give this to the Secretary)

 Congratulations on being elected Caucus Secretary. Here is a script for conducting the
 election of Caucus Chair.



 Script for Election of Chair


 We will now have the election for Chair of the Caucus. This person will lead us through
 the rest of the caucus. The floor is open for nominations for Chair.

                                                 NOTE

Call on anyone who wants to nominate someone for Chair. When there are no more nominations,
conduct the vote. It may be a voice vote or a show of hands. In rare cases, a written ballot may be
requested. If you have questions talk with the convener who can help you with this step.



 Congratulations to our new Chair. He/She will now take over the meeting.



                                           Note to Secretary

Be sure to record the names of all the people elected to positions during the caucus.
This includes Municipal Committee members, Municipal Officers, Delegates and
Alternates, and County Committee members.

Give a copy if your minutes to the Chair so they can be included in the packet that is
sent back to the Party Headquarters.

Thanks for taking part in the caucus.




                                                                                                 Page 13
Pre-Caucus Checklist

    Choose a time and arrange for a handicapped accessible public location.

    Build your Team

    Provide for Caucus Day Registration.

           Notify Municipal Registrar of time, place, and date of Caucus and ensure she/he can
            attend.

    Notify Maine Democratic Party Headquarters. Notification must be received by December
     2, 2009. Send notice by email to caucus@mainedems.org or call 207-622-6233 x107

    Notify County Committee Chair. Notification must be received by December 2, 2009.

    Publicize your Caucus with the following guidelines:

           Post notice in a “conspicuous, public place”

                   Local notice to be posted no later than January 24

                   Date, time and location of the Caucus must be on notice

                   Name of person calling the Caucus must be on notice

                   The words “Democratic Party” must be on notice

                   Times voter registrar will be available for registration must be on notice

           Newspaper notice to be published January 24 – January 28

                   Be sure to include the snow date

    Copy of notice given to the Town Clerk at least seven (7) days before Caucus date

    Ask County Chair how many County Committee members your town is allowed and where
     and when the committee meets

    Obtain copy of Municipal Committee By-Laws, if available




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                           2010 Caucus Reference Guide


Caucus Day Checklist


   Have a separate check-in line for new registration and enrollments.

   Check voter against the voter list

          Make sure voter is a Democrat

   Have everyone voting at Caucus fill out Form #1 (top part).

          Be sure to write SOS ID on each person’s Form 1

   Have a calculator and extra ball point pens.

   Have a greeter at the door.

   Call the Caucus to order.

   Election of Caucus officers

          Nomination and election of Caucus Secretary

          Nomination and election of Caucus Chair

          Turn meeting over to the Caucus Chair.

   Find out the number of allotted County Committee members. That number is             .

   Where applicable, provide the number of allotted Alternates to the County Committee. That
    number is             .

      A Form #1 must be filled out for any person desiring to be a Delegate or Alternate, County
       Committee member, or a Municipal officer and has notified you that they will not be
       attending the Caucus.

   Elect delegates to State Convention

          Be sure to Gender Balance

   Elect Alternates to state Convention

          Conduct lottery for the order Alternates will be moved up, if necessary, to replace
           Delegates




                                                                                         Page 15
    Nominate Election Clerks

    Select Town Organizer

    Adjourn




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                             2010 Caucus Reference Guide


Post-Caucus Checklist


Complete and Return Forms by February 7, 2010



 Call MDP Headquarters immediately after the caucus to report number of attendees and the
  name and email of the Town Organizer

 Check the appropriate box on the top of the Form 1 for all Delegates (D) and Alternates (A).

 Fill out the Form 5

 Enter Form 5 information online (http://mainevan.com)

 Send forms to the Maine Democratic Party (in envelope provided)
   Forms #1; Official Caucus Report - One for every caucus attendee

    Form #2; Nomination of Election Clerks

    Form #3; Municipal Officers

    Form #4; Certification of Caucus

    Newspaper clipping and/or copy of Public Notice

    Form #5 Delegates and Alternates

    Copy of Town By-Laws

    Copy of Secretary’s Minutes

 Nomination of Election Clerks (Form 2) sent/given to Town Clerk



Records should be kept in case of credentials challenges.

Maine Democratic Party Headquarters, PO Box 5258, Augusta, ME 04332-5258. Any questions, please
call MDP office, 622-6233, or your County Chair. If questions arise during the caucus, call MDP at 622-
6233. The Executive Director and Legal Counsel will be available to help.




                                                                                              Page 17
Sample Press Release

For Immediate Release                                          Contact: __________________

February 26, 2006                                               Phone: ___________________




                        TOWN DEMOCRATS TO HOLD CAUCUS:

                  To SELECT DELEGATES TO STATE CONVENTION
(TOWN NAME) – On Sunday, January 31, at timePM at location, Democrats in town will caucus to select
delegates to the Democratic State Convention, elect Municipal Officers and County Committee
members, and discuss policy issues affecting all Maine people.

 “Caucuses are a time to make your voice heard. Together, we will work from the grassroots to build a
strong party framework. 2010 will be an important year for Democrats. We now understand that
Republicans have chosen to be the party of "no" in an effort to cause the Barack Obama agenda to fail. It
is up to us to provide the support needed to achieve the goals we all voted for in November 2008. We
are encouraging all Democrats to attend their Caucus,” said John Knutson, Chairman of the Maine
Democratic Party.

The caucuses are the front lines of grassroots politics. Democratic candidates, elected officials and
representatives from Democratic campaigns will attend. Attendees are asked to bring their viewpoints,
ideas and questions for discussion.

“If we are going to move Maine forward and put people first, we must reclaim our nation from the
irresponsible policies of the right wing. We need Democrats in every town to gather and talk about
where the Democratic Party is heading and what you want the Party to focus on over the next year. It is
essential that Democrats in town be part of this process,” continued Knutson. “We must all be part of
the answer.”

People not currently registered in a political party, who would like to enroll as a Democrat may do so
immediately at the town office or at the caucus.

In case of snow, the alternate date will be February XX at the same time and place.

If you have any questions, please feel free to call name of convener at telephone number.




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                       2010 Caucus Reference Guide


Sample Notice for Posting Locally
                              Attention

                              Town Democrats

                                We need you to:
  1. Help build support for Democratic candidates in TOWN
  2. Elect delegates to the state Democratic Convention
  3. Elect local Democratic party leaders
  4. Share your ideas for the direction of the Maine
     Democratic Party
Come to the TOWN Democratic Caucus

      Sunday, January 31,
            2010
                                       TIME
          LOCATION AND DIRECTIONS
   Registration for unenrolled or unregistered
         voters will be available at time
 If we are to move Maine forward, we all need to
            participate in the process.
 If you have any questions, please call convener
                   at phone #.


        If postponed because of weather we will caucus on date and time at Location.



                                                                                       Page 19
                                                        Sample By-Laws

These by-laws may be adopted, either in total or in part, by a majority vote of any Democratic Municipal Committee in the State of
Maine at the town party’s biennial municipal caucus, or at a subsequent meeting of the municipal committee. The Secretary of the
committee should forward to the Democratic Committee a signed copy of its by-laws, noting the date of adoption. If adopted in part,
the Secretary must provide the full text of any changes, deletions and/or additions, as finally adopted by the committee, to the State
Committee.



      I. NAME: The name shall be the                                                       Democratic       City/Town
         Committee.
     II. OBJECT: The object and purpose of the City/Town Committee shall be to promote the principles of the
         Democratic Party in the City/Town of                                              , the State of Maine, and
         the Nation through voter education and the election of duly nominated candidates.
    III. MEMBERSHIP: All members of the committee, including officers, must be enrolled members of the
         Democratic Party in the community from which the committee is elected. The qualification and party
         enrollment shall be as specified in the State of Maine Election laws. There shall be no limit on the number
         of members on the committee. Members shall be selected at the biennial municipal caucus, and any
         enrolled Democrat attending the biennial municipal caucus shall be, upon request, a member of the
         municipal committee. New members may be added to the committee by a majority of the committee
         itself at any meeting convened with proper notice as defined under Sec. X of these by-laws. Any enrolled
         Democrat registered to vote in this municipality of                                        shall be eligible
         for membership on the committee. All members shall retain full membership status unless surrendered
         by resignation, so long as s/he is a resident and enrolled Democrat of this municipality.
    IV. TENURE: The term of office of all officers and committee members shall be two years from the date of
         the last caucus called for the purpose of selecting delegates to the Democratic State Convention. The
         Chairperson shall call at least one caucus of the Democrats in the town every two years during that period
         designated by State Party Rule and on the date prescribed by the Democratic State Committee for the
         purpose of electing a new town committee and officers and state convention delegates and alternates.
     V. OFFICERS: The officers of the committee shall consist of a Chairperson, a Vice-Chairperson, a Secretary,
         and a Treasurer, (or a Secretary-Treasurer) who shall be members of the committee and who shall be
         elected by a majority vote of the committee. Election of officers may be held at a special committee
         meeting convened with proper notice as defined under Sec. X of these by-laws, or at the biennial
         municipal caucus.
              A. Chairperson: The Chairperson shall be the general executive officer of the committee and shall
                    preside at all meetings. S/he shall be an ex-officio member of all subcommittees. S/he shall
                    appoint the chairs and members of all subcommittees, but may at her/his discretion delegate the
                    appointment of subcommittee members to the subcommittee chair.
              B. Vice-Chairperson: The Vice-Chairperson shall be vested with all the powers and shall perform all
                    the duties of the Chairperson in her/his absence or in the event of her/his death or resignation.
                    The Vice-Chairperson shall perform other duties as the Chairperson shall from time to time
                    assign. The Vice-Chair shall also be an ex-officio member of all subcommittees.
              C. Secretary: The Secretary shall be the recording officer of the committee and shall keep a
                    complete and accurate record of the committee meetings. S/he shall promptly file a duplicate
                    copy of such record of each meeting with the Committee Chairperson. The Secretary shall also
                    maintain a complete and accurate record of the committee membership, and shall file a
                    duplicate copy of the membership list with the committee Chairperson. S/he shall update the
                    committee membership list as new members are selected, upon notice of change of address of
                    committee members, and/or upon receipt of any resignations. S/he shall provide, upon receipt
                    of any additions, resignations, and/or updates, duplicate copies of such changes and updates
                    with the committee chairperson, the chairperson of the County Democratic Committee, and the
                    State Democratic Headquarters.



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                             2010 Caucus Reference Guide

          D. Treasurer: The Treasurer shall keep a full and accurate record and account of all receipts and
             expenditures, and shall deposit all money in the name of the Democratic City/Town Committee
             in a recognized bank or trust company. S/he shall make proper vouchers therefore and shall
             render to the Chairperson and the Town Committee a full report of all transactions as Treasurer
             of the financial condition of the Town Committee at such time as requested by the Chairperson
             of the City/Town Committee.


 VI. RESIGNATIONS: Any committee member or officer may resign at any time. Such resignation shall be
      made in writing and shall take effect upon receipt by the Chairperson or the Secretary who shall record
      such resignation, noting the hour and date of its receipt. The acceptance of a resignation by the vote of
      the City/Town Committee shall not be necessary. A member’s removal from the list of Democratic
      enrolled voters of the municipality shall be considered an automatic resignation from the committee.
VII. REMOVAL: An officer or member of a Municipal Committee may be removed at a meeting called
      expressly for that purpose. Written notice must be given to all members of the Committee at least seven
      (7) days prior to the meeting. Removal shall require the approval of two thirds (2/3) of the Committee
      members present and voting.
VIII. STANDING SUBCOMMITTEES: There shall be established the following subcommittees to be appointed
      by the Chairperson, except as otherwise provided therein:
           1. Finance
           2. Publicity and Communications
           3. Enrollment and Registration
           4. Voter Education


 IX. GRIEVANCE: Any and all grievances by members of the committee or duly enrolled members of the
     Maine Democratic Party shall be in writing and directed to the Chairperson of the County Grievance
     Committee, who will notify the said complainant the date of hearing to be held within ten (10) days of
     receipt of the complaint. If no County Grievance Committee exists, then grievances may be submitted
     directly to the Democratic State Committee’s Standing Committee on Grievance.
  X. MEETINGS: Meetings of the City/Town Committee may be called at any time by the chairperson, and
     shall be called by her/him upon the written request of five (5) committee members. If the chairperson
     fails to call a meeting within ten (10) days of receipt of such request, then a meeting may be called by
     written notice of any five (5) committee members. Except in emergency, committee members shall be
     given seven (7) days notice and a written agenda prior to the holding of the meeting whenever possible.
     Notice of the date, time, location of the meeting may be given by mail, personal or telephone contact. All
     meetings shall be governed by Robert’s Rules of Order.
 XI. QUORUM (Choose one):


 For City/Town Committees consisting of ten (10) or fewer members: Three (3) members present
 shall constitute a quorum for transaction of business.



              For City/Town Committees consisting of ten (10) or more members, percentage shall be
              determined by the committee:                   % shall constitute a quorum for transaction
              of business.




                                                                                                      Page 21
  XII. CONTRACTION AND PAYMENT OF BILLS: No bills shall be contracted by any officer or member of this
        committee unless authorized by a vote of the said committee either general or specific. All bills shall be
        itemized or accompanied by a statement that will reasonably show exactly what they are designed to
        cover.
  XIII. AMENDMENTS: These by-laws, once adopted, may be altered or amended only by a two-thirds vote of
        the members present and voting at a committee meeting specifically called for that specific purpose with
        seven (7) days written notice, which shall include the exact wording of the proposed amendment.


                                  ADOPTED BY MAJORITY VOTE OF THE

                                                                                       (Name of City/Town)

                                  DEMOCRATIC CITY/TOWN COMMITTEE ON

                                                                                                (Date)



                                  (Signature of Committee Chairperson)                          (Date)



                                  (Signature of Committee Secretary)                            (Date)




Page 22
                         2010 Caucus Reference Guide



 Quick Reference Guide


Caucus Location                       The caucus location must be a public place, unless
                                      there are fewer than 100 registered Democrats in
                                      that town.

                                      The location must be handicapped accessible,
                                      without exception.

                                       (Note: All Towns and Cities are required “to
                                      provide available space” (State of Maine Election
                                      Laws, Title 21-A, Sec. 311(1) for caucuses in a
                                      public building. Your town is NOT allowed to
                                      charge you or your municipal committee for the
                                      space itself or for any auxiliary charges (such as
                                      custodial services provided during the caucus).



Check In                              •  Check attendees against the Voter List
                                      •  Be sure person is a registered Democrat
                                      •  Obtain Secretary of State’s Voter ID from the
                                         list and write it on the person’s Form 1
                                      • Have attendee fill out Form 1; they’ll be
                                         collected later during the caucus
Clean Elections Checks                Candidates may collect contributions at your
                                      caucus.

                                      To become eligible, candidates must demonstrate
                                      community support by collecting a minimum
                                      number of $5 checks or money orders payable to
                                      the “Maine Clean Election Fund”. Only voters in
                                      the specific district can contribute.

County Chairs                         •   Androscoggin, Ted Small, 615-3807,
                                          tedsmall@mac.com
                                      •   Aroostook, Rod Thompson, 764-5636,
                                          B3ROD@maine.rr.com
                                      •   Cumberland, Reid Scher, rscher34@gmail.com
                                      •   Franklin, Anne Geller, 778-6672,
                                          ageller@gwi.net
                                      •   Hancock, Dexter Bellows,



                                                                                   Page 23
                                     drbellows@myfairpoint.net
                                  • Kennebec, Rita Moran, 446-9994,
                                     applebooks@fairpoint.net
                                  • Knox, Hugh Magbie, 273-3609,
                                     hmagbie@tds.net
                                  • Lincoln, Bill Williamson, 504-2339,
                                     bill@wwilliam.com
                                  • Oxford, Cathy Newell, 875-2116,
                                     cathyn@megalink.net
                                  • Penobscot, Shelby Wright, 862-2891,
                                     sdwright@tds.net
                                  • Piscataquis, Don Crossman, 279-0878,
                                     cro3don@msn.com
                                  • Sagadahoc, Denise Tepler, 729-4018,
                                     teps@suscom-maine.net
                                  • Somerset, Neil Robertson, 431-8533,
                                     Nrobertson@vzw.blackberry.net
                                  • Waldo, Neal Harkness, 930-8005,
                                     nwharkness@gmail.com
                                  • Washington, Vern McKimmey, 263-9833,
                                     vmckimmey@gmail.com
                                  • York, Dave Schofield, 251-3771,
                                     djschofield@gmail.com
County Committee to Call Caucus   Several towns may share a location for their
                                  caucuses.

                                  Each town caucus must have:
                                      Its own separate meeting space
                                      Its own caucus convener
                                      The registrar from its own town present
                                          Or a deputy

Handicapped Accessibility         The caucus location is required to be handicapped
                                  accessible without exceptions.

Ideas for Successful Caucus       •   Plan an issues discussion around our party
                                      platform.
                                  •   Show a video and talk about it afterward.
                                  •   Have a pot luck meal during the caucus or a
                                      house party afterward.
                                  •   Have people introduce the new voters they
                                      have brought.
                                  •   Invite local, state or federal candidates, or
                                      prominent local Democrats, to speak.

Inclement Weather                 Include a “snow date” on all your pre-caucus



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                              2010 Caucus Reference Guide

                                           publicity.

                                           This date must be on or before February 14.
Municipality to provide meeting space      All Towns and Cities are required “to provide
                                           available space” (State of Maine Election Laws,
                                           Title 21-A, Sec. 311(1) for caucuses in a public
                                           building. Your town is NOT allowed to charge you
                                           or your municipal committee for the space itself or
                                           for any auxiliary charges (such as custodial services
                                           provided during the caucus).

                                           If your municipal clerk has a question, please refer
                                           her/him to Julie Flynn, Assistant Secretary of State,
                                           207-624-7736.

Nominating Petitions                       •   Only allow petitions for Democratic candidates
                                           •   Get a volunteer to circulate the petitions
                                           •   No one can sign if the circulator is not
                                               observing each signature
Other Political Parties                    Voters registered as Greens or Republicans must
                                           change their registration by January 16 to
                                           participate in your caucus. New voters, or those
                                           not enrolled in a political party, may become
                                           Democrats at the caucus.

Public Notice, Dates                       You are required to either:
                                                Publish the notice in a newspaper having
                                                   “general circulation in the municipality” at
                                                   least three (3) but not more than seven (7)
                                                   days in advance of the caucus (January 24
                                                   – January 28)
                                                Post a notice in a “conspicuous, public
                                                   place in each voting district” of your town
                                                   at least seven (7) days in advance of the
                                                   caucus (no later than January 24)
Public Notice, Requirements                Notices must include:
                                           • the date, time, and location of the caucus;
                                           • the name of the convener;
                                           • the words “Democratic Party”;
                                           • an invitation to all interested Democrats, as
                                               well as voters who wish to become Democrats.
                                               The notice should also explain when your town
                                               clerk will be available to register new
                                               Democrats (usually just before your caucus
                                               begins).
                                           • Alternate date in case of inclement weather



                                                                                        Page 25
Registrar                     Contact your town’s Registrar of Voters and
                              determine when he/she will be available on caucus
                              day.

                              Try to have the Registrar at your caucus ½ hour
                              before the start time to register and/or enroll new
                              voters.

                              Some Registrars will “deputize” someone to take
                              his/her place at your caucus. This should be
                              someone other than you.

Seventeen Year Olds           If someone will be 18 on or before November 2,
                              2010 he/she may register to vote, enroll as a
                              Democrat, and take part in your caucus. They
                              MUST register and enroll before the caucus.
Time of Caucus                Must begin between 1PM and 8PM
Town Clerk Has Questions      If your municipal clerk has a question about
                              meeting space or their duty at the caucus, please
                              refer her/him to Julie Flynn, Assistant Secretary of
                              State, 207-624-7736.
Town Organizer                 Town Organizer is the contact person for
                                   grassroots activity in the town
                               Will organize phone banks and door-to-door
                                   walks
                               Will also make calls and knock on doors
                               Be sure to report the name and contact
                                   information for your Town Organizer by calling
                                   to the MDP Office following your caucus and
                                   on the Form 3
Voter Lists                   The MDP will provide the most recent Secretary of
                              State’s Voter List to each convener during the
                              week before the caucus.
What to Bring to the Caucus    the Voter List
                               a calculator
                               pencils and pens
                               any additional material or instructions from
                                   your county committee
                               snacks…sharing food is a great community
                                   builder




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2010 Caucus Reference Guide




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