RP-PB-01 Hold A Precinct Convention
Precinct Chairman Party Business Procedure This procedure is valid for 2004. Version: Revision 0

Purpose: This procedure outlines the steps for holding a precinct convention for the Reform Party of Texas. A precinct convention is needed when members (citizens) wish to participate in the Party and it's nominations process. The minimum number of attendees to hold a Precinct Convention is one (1) member in that Precinct.  
Legal Stuff:

 Holding a precinct-level convention isn’t difficult, but it is important to note the process is governed by state laws. The steps in this procedure are legally required by the Texas Election Code. It is critical to read through this procedure carefully and follow all the steps to ensure your participation in the Precinct convention, as well as in the County, Senate District and State conventions of the Texas Reform Party.  
References:
  • Texas Election Code Title 10, Chapters 161 through 181.
  • Reform Party State Rules
  • Precinct Map
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Prerequisites:
  • Read through this document carefully before beginning the process of setting up a convention.
  • Notify your County Chairman that you will be setting up a Precinct Convention.
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TASK

STEP

Obtain Stamp AS EARLY AS POSSIBLE:
 

Stamp each convention participant’s voter registration card with the name of the Party.
 
  1. Before the Precinct convention, obtain a small, "bar stamp" with the word "REFORM" on it.

 
Prepare for Convention AS SOON AS POSSIBLE, BUT NO LATER THAN FEBRUARY 27, 2004:
 

The convention is to be held in the Precinct Chairman’s "regular election district" where he or she normally votes.
 
  • Find a legal location for the convention.
    		•
     

    NOTE: A private residence is perfectly allowable as a Precinct Convention meeting location, as long as it is publicly accessible. Other locations such as Libraries are also acceptable.
     
  • Notify the County Chairman of the chosen location.
    		•
     

    NOTE: The County Chairman will file this location with the County Clerk and post a copy on the Meeting Notice Bulletin Board at the County Commissioner's office. In the event this is not done it does NOT automatically invalidate the Precinct Convention, however.
     

    Only voters registered to vote in that Precinct and who have not voted in another Party’s primary election are eligible to participate in a Precinct convention for the Reform Party of Texas.
     
  • Recruit new members to participate in the Precinct convention.
    		•
     
  • Notify new members that issues resolutions (platform planks) may be brought before the convention but must be:
    • Presented in writing.
    • Limited to one subject.

    •  

     
    NO LATER THAN MARCH 9, 2004:
    Post Notice of Convention
    1. Prior to 7:00PM, post the meeting notice on the meeting room door. 
     
  • At 7:00PM or as soon as you are allowed, enter the meeting room.
    		•
     

    Step 8 is required by law. Failure to verify eligibility and administer the Oath of Affiliation may result in the Precinct being unable to participate in the County Convention of the Reform Party of Texas.
    Verify Attendees and Administer Oath
  • After entering the meeting room but before convening the convention:
    1. Check the each attendee’s voter registration card to ensure:
      • The attendee is registered to vote in the Precinct
      • The attendee’s card is not stamped with the name of another Party.
      1. If the attendee is registered in another Precinct or their card is stamped with the name of another Party, they must be asked to leave as their membership is with another Party.
      2. Administer the Oath of Affiliation to the entire group of eligible attendees.
    		•
     

    NOTE: Upon administration of the Oath of Affiliation, the attendees are now Members of the Reform Party of Texas and are eligible to participate in party activities.
     
    1. Make the Oath of Affiliation form available to each new member.
      NOTE: It is recommend, but not required, that the members sign the Oath of Affiliation form and give it to the Precinct Chairman or Secretary as a record of membership.
     
  • Have each member sign the attendance sheet (required).

    •  
    Call Convention to Order
  • Call the Precinct convention to order.
    		•
     

    Robert’s Rules of Order is the official Parliamentary Authority for the Reform Party, as filed with the Secretary of State. Failure to use Robert’s Rules of Order when conducting the convention may result in ineligibility to participate in County, Senate District, or State Conventions.
     
  • Using Robert’s Rules of Order, facilitate the following business, ensuring the Precinct Secretary takes minutes of all business.
    • Elect Precinct Officers
  • Move for election of Precinct Officers including:
    • Precinct Chairman
    • Precinct Secretary
    • Any other officers desired
    		•
     

    NOTE: The same person can fill both Precinct Chairman and Precinct Secretary positions.
    Handle Resolutions

    NOTE: Observe the following when handling resolutions:

    -All resolutions MUST be presented in writing and read as written. All resolutions MUST be limited to one subject.

    -Resolutions must be introduced in the order in which members stand and claim the floor.

    -Each resolution must be read and seconded (unless only a single member is present) before it can be opened for debate and amendment.

    -Thereafter, each resolution may be debated, and MUST be voted on. A majority vote adopts the resolution.
     
    1. Ask members for any resolutions (business of the Party) including those related to:
    • Platform Planks
    • Support for Candidates
       

     
    Announce County Delegates & Convention
    1. At the conclusion of the convention business, announce the following:
    • All Party members signed in at the Precinct convention are automatically elected as delegates to their County convention.

    NOTE: In addition to the Precinct Convention delegates, other Party members are eligible to become delegates to the County Convention if their membership is obtained prior to the County Convention.
    • All delegates to the Senate District and State conventions are elected at the County convention.
    • The date, time, and location of the County Convention.
    Adjourn Convention
    1. Ask for a motion to adjourn the Precinct convention. When the motion passes, adjourn the convention.
     

    By law, only delegates elected at the County convention level are allowed to participate in the Senate District and State conventions.

     

     
      AFTER THE CONVENTION:
     

    The following concern legally required reporting dates. Failure to sign and file required paperwork by the third day after the Precinct convention may result in the Precinct convention being declared invalid.
    Sign List of Participants
  • Precinct Chairman, sign each list of participants.
    		•
    Approve and Sign Minutes of Meeting
  • Precinct Secretary:
    • Prepare the minutes of the meeting
    • Present them to the Precinct Executive Committee (the elected Precinct Officers) for approval.
    1. After approval, Precinct Chairman and Secretary sign the approved minutes.
    		•
    Sign Resolutions
  • Precinct Chairman and Secretary sign each adopted resolution.
    		•
    Copy and File Documents
  • Precinct Secretary make two (2) copies of each of the above documents and clip each set together to make three packets.
  • File the documents as follows:
    1. No later than the third day (Friday) after the Precinct convention, hand deliver the packet of original documents and one (1) packet of the copied documents to the County Chairman

      OR, No later than the third day (Friday) after the Precinct convention, fax one (1) packet of the documents to the County Chairman (and deliver the originals at the County Convention)
    2. Deliver or mail one (1) packet of the copied documents to the State Chairman so that they arrive to the State Chairman no later than the third day after the Precinct convention.

    •  

     

     
    Attachments:

    Reference Information

    Example Documents

    Blank Forms

    **End of Procedure**

    Attachment 1a: Texas Election Code Section 174.0631
    Consideration for Use of Public Building for Convention

    Sec. 174.0631. Consideration for Use of Public Building for Convention.

    1. No charge may be made for the use of a public building for a precinct, county, or senatorial district convention except for reimbursement for the actual expenses resulting from use of the building for the convention.
    2. The reimbursing authority is entitled to an itemized statement of expenses before making remittance.
    3. A person commits an offense if the person assesses a charge for the use of a public building for a precinct, county, or senatorial district convention in violation of Subsection (a). An offense under this subsection is a Class C misdemeanor.

     

     

    Attachment 1b: Oath of Affiliation

    "I swear that I have not voted in a primary election or participated in a convention of another party during this voting year. I hereby affiliate myself with the Reform Party.

     

     

    Attachment 2a: Example Oath of Affiliation Form

     

    Attachment 2b: Example Precinct Convention Notice

    Reform Party Precinct Conventions

    7:00PM March 14, 2000

    Location

    Address

    Building Name

    Room

    1.

    12345 March Lane

    XYZ Elementary School

    Room 156

    2.

    322 Millwood

    Millwood Public Library

    Meeting Room B

    ________

    __________________

    ____________________

    ________________

     

     

    Attachment 2c: Example Precinct Convention Participant List

    PARTICIPATION ROSTER

    REFORM PARTY OF _______________________________ COUNTY

    PRECINCT NUMBER _____________

     

    Date:

    Purpose of Meeting:

     

    Signature

    PRINT Name

    Mailing Address

    City

    ZIP

    Phone No.

    E-Mail

     

    Voter Registration No.

     

    Roster Authenticity Hereby Affirmed:_______________________________________

                                                                        Precinct Chairman

     

    Attachment 2d: Example Precinct Convention Minutes