STEP BY STEP INSTRUCTIONS

Step One

Temporary Chair calls convention to order. (This position is generally filled by the precinct chair; however, any qualified voter (resides in that precinct and voted the Democratic primary) can assume the position of Temporary Chair of the convention) Note: The precinct convention cannot begin prior to 7:15, and it cannot begin until the last voter in line has voted and been given an opportunity to sign in at the precinct convention.

Step

Three

Temporary Chair calls for all Qualified members of the Party to sign in on Exhibit A with their presidential preference. “Qualified” means that they voted in 2008 Democratic primary and reside in that precinct. Please verify on the voter roll if you were able to pick it up from the election judge.

Step Two

The Temporary Chair appoints a temporary secretary of the convention

Step Four

Temporary Chair announces that the convention will be conducted in accordance with the Texas Election Code and the Rules adopted by the Party in accordance with Section 163.002 of the Election Code, and that the 2000 edition of the Roberts Rules of Order, Newly Revised will govern parliamentary procedure. (See the back of TDP Rules for briefing on Parliamentary Procedure. )Temporary Chair announces that a copy of the party Rules is available for inspection. (This will be in your packet.)

Step Five

The Temporary Chair calls for nominations of Permanent Chair. (These names should be entered in the Precinct Convention minutes.)The nominations end when the Temporary Chair has called for nominations three times and no more nominations are forthcoming.

Step Six

Election for Permanent Chair by majority vote. (Enter the name in the Precinct Convention minutes.)

Step Seven

Permanent Chair calls for nominations for Permanent Secretary. (These names should be entered in the Precinct Convention minutes)

Step Eight

Election for Permanent Secretary by majority vote. (Enter the name in the Precinct Convention minutes.)

Step Nine

Calculate the Number and Percentages of each Presidential Preference or Uncommitted Status at your convention. From Exhibit A, count the number of participants signed in for EACH PREFERENCE and the TOTAL OF ALL SIGNED IN and divide EACH PREFERENCE TOTAL by the total number of eligible participants of the convention signed in on Exhibit A. (Total of each preference/Total signed in=% of each preference)

Step Ten

Permanent Chair announces:•Number of eligible voters on roll (Exhibit A)•Number of delegates and alternates to the County/Senatorial Convention (on the front of your packet)•Number and percent of eligible members signed in for each presidential and uncommitted preference. The Chair should call for the convention to accept the report. Enter this information in the Precinct Convention Minutes.

Step Ten,Continued

After the number and percent of presidential preference or uncommitted status are announced and accepted by the convention, anyone else who signs in will be able to participate, but will not change the established percentages required for a caucus. Their names should be marked with an asterisk: *

Step Eleven(Worksheet)

Determine the number of people needed to make a caucusThe formula is:Total # attending convention/Delegates to which your precinct is entitled You must ROUND UP!

Line 1

Enter number of people attending your convention (from Exhibit A sign-in sheet) This is the number that was announced by the Chair and accepted by the convention.

Line 2

Enter number of delegates to the SD/County Convention to which your precinct is entitled. This will be on the front of the packet.

Line 3 Divide line 1 by line 2, extending to two decimal places

Line 4

If Line 3 is not a whole number, round UP to the next whole number. This is the number people required to make a caucus.

Step Twelve

Chair announces which presidential or uncommitted status caucuses have enough participants to entitle them to one or more delegates. The people in unqualified groups are given an opportunity to join caucuses of their second choice. The Chair instructs the secretary to indicate these changes on Exhibit A, and the percentages are recalculated.

Step Thirteen

Determine how many delegates each caucus gets. The Formula is: Total # in Caucus/Total # at Precinct Convention X Total # of SD or County Delegates to which Precinct is Entitled (Round DOWN)If there is an unallocated delegate, the caucus with the highest fraction gets the delegate.

Clinton Obama Uncommitted TotalLine 1 Enter the total number of eligible people signed in for

each CAUCUSLine 2 Enter the Total number of eligible participants at

CONVENTIONLine 3 % of Convention (divide line 1 by line 2)Line 4 Enter Total Number of delegates to which your

precinct is entitled (from the front of the packet)Line 5 Multiply Line 3 by Line 4 (the percentage times the

number of delegates allotted). This is the raw number for delegates for this caucus be sure to show fractions or decimals

Line 6 If # in Line 5 is not a whole # you must ROUND DOWNLine 7 Add up the number of assigned delegates in Line 6. If

the Total Column is greater than the total of delegates assigned for each preference, then the additional delegate goes to preference with the highest fraction or decimal.

Line 8 Add up the final total for each caucus. Be sure it all adds up to the total on the front of the packet.

Worksheet to determine the # of delegates each caucus gets

Step Fourteen

The chair should announce that AT LEAST ONE THIRD of the delegates elected by each caucus must be WOMEN, and AT LEAST ONE THIRD must be MEN. (In some cases this cannot be achieved, leaving the caucus open to possible challenge at the senatorial district convention or county convention.)

The chair should announce that the delegates will be elected to the senatorial district convention (or county convention), which will take place on Saturday, March 29. Each caucus should try to elect delegates who are able to attend.The chair should explain that the Texas Democratic Party Rules, Article I section B.4 specifies that "Every person who accepts a Party office at any level (including the position of Convention Delegate and Alternate) must agree to support all of the Party’s nominees or shall be removed."

Step Fourteen,continued

Separate into Groups by presidential preference or uncommitteed status to elect delegates and alternates from each caucus.Each caucus will elect an equal number of delegates and alternates.If the caucus is large, a caucus chair should be chosen to lead the election. All delegates and alternates will be chosen in one election.

Each person in the caucus gets the same number of votes as the delegates entitled to their caucus. For example if a caucus is entitled to 4 delegates each person gets 4 votes, to be voted whatever way they wish. Multiply the number of caucus participants by the number of delegates the caucus will elect. Tha’s how many votes should be cast altogether. (If a cacus of 10 people gets to elect 4 delegates, there should be a total of 40 votes cast.)

Step 14a Nominate Delegates & Alternates

Nominate at least enough candidates to fill the positions. Nominations cease when a motion is made to close, the motion is seconded, and 2/3 of the caucus votes to close nominations. Record votes in a table.(Write the names of nominees on rows going down, also indicating gender. Make columns to record how each caucus member votes.)

Step 14b Conduct the Vote

Each caucus member votes when his or her name is read off the toll call list. The caucus leader records each member’s votes in a separate column. Note: there are no secret ballots. Check that the number of votes cast matches the total that was calculated earlier.

Step 14c Determine delegates, alternates

Unless the caucus gets to elect only one delegate, the highest male vote-getter and the highest female vote-getter will be delegates.Those receiving the highest number of votes are delegates. After all delegate slots are filled, the next highest vote-getters are alternates.Some people may have to be chosen as delegates even if they didn’t get the most votes, for the sake of gender equity. Remember that whenever possible, at least a third of the delegates elected by the caucus must be women, and at least a third must be men.

Step Fifteen

Delegates and alternates are for each caucus are reported. The chair then asked for the convention to ratify the delegates and alternates. On Exhibit A, the secretary marks the names of the Delegates with a “D” and Alternates with an “A.”In the event someone not present at the convention was elected as a delegate or alternate, his or her name should be entered with a double asterisk: **

If any delegates or alternates remain to be elected, these are done at-large by the entire precinct convention.

Step Sixteen

The chair calls for nominations to elect a delegation chair for the precint to the senatorial district convention or county convention.The secretary enters names of nominees in the minutes. The chair conducts the election.

Step Seventeen

The chair calls for resolutions, and the convention votes on each resolution.Resolutions that are adopted by majority vote are signed and attached to the minutes.

Step Eighteen

After everyone has voted on resolutions, announcements can be made. The precinct chair should ask people to sign up for the precinct team. Get an early start on working together to identify voters and then turn out the vote in November!Then the convention adjourns.

IMMEDIATELY AFTER THE CONVENTION:Call in numbers to TDP results line. The phone number is indicated on the outside of the packet.You must return the paperwork (Exhibit A, minutes, resolutions) to the County Democratic Party headquarters or county chair and state party within three days.