Preparing for Elections

Preparing for Elections

Contact polling locations Confirm availability – no later than May 13th

Review polling place accessibility

Notify affected voters no later than 25 days before the next election Contact Dory for notification options

Polling Place Requirements

May 13th

Non-residential addresses have been removed Updated precinct finders will be sent to jurisdictions in July

and August

Address questions on election day? Contact our office

Ongoing precinct finder maintenance New developments, street changes or house number

changes or corrections should be sent to: [email protected]

Precinct Finder Changes

Sent at least 25 days prior to election Nonforwardable

notice Every affected

household with one registered voter (minimum requirement)

Notice available thru SVRS, if preferred

Notice of Polling Place Change

No later than July 17th (primary cities) or October 9th (all other elections)

Lists all offices to appear on ballot Filing dates and location

Publish notice 2 weeks before opening of filing May 5 or July 14

Post notice 10 days before opening of filing May 8 or July 17

Notice of Candidate Filing

May 5th or July 14th – publish May 8th or July 17th – post

Candidate Filing

May 19th - June 2nd, orJuly 28th – August 11th

Legislative District 46A City offices

Bloomington Golden Valley Hopkins Independence Minnetonka St Anthony St Louis Park

Offices on the Ballot

School District offices 11 270 271 272 273 276 277 278 280 282 283 284 286 877

State offices – Secretary of State’s office or county in which the candidate resides

City and School offices – city clerk or school district clerk’s office

Who files where?

Two week filing period Early filing – May 19–June 2 Late filing – July 28–August 11 Clerks must be open from 1-5pm on last day of

filing Withdrawal period

2 days after close of filing – open until 5pm No refund of filing fee

Candidate Filing Dates

Candidate Filing Packet Materials on OSS website http://

www.sos.state.mn.us/index.aspx?page=636

Preparing for Candidate Filing

Accept Affidavit of Candidacy Accept filing fee (or petition in lieu of filing fee)

Unless otherwise specified in charter 1st class cities - $20 2nd and 3rd class cities - $5 4th class cities - $2 School district office - $2

Assign sequential filing number Candidate receives filing packet materials and

copy of affidavit

Candidate Filing Process

Name printed is exactly as it appears on ballot

Name must be candidate’s true name or the name by which they are commonly known

Candidates may not use designations about occupation, principles qualifications, or opinions

Cities and schools must use this affidavit – updated 5/2015, recycle old stock

Affidavit of Candidacy

Upon accepting affidavit, email ASAP to county Email to Kristin Sepeta AND Jim Howitt

[email protected] [email protected]

Information will be entered into the OSS website Each affidavit should be posted within 2 hours of

receipt Please check to confirm:

http://candidates.sos.state.mn.us

Affidavit of Candidacy

Ballot questions also emailed to county

Send ballot question wordingin PDF

Ballot question wording will

also be entered into OSS website

Ballot Questions

Election Notices

Send by mail or electronically to Hennepin County 74 days before election

Primary – June 5 General – August 21

Must include: Date of election Offices to be voted on Title and language of each

ballot question

Notice of Election to Auditor

June 5th and August 21st

Same requirements

If held on same date as state election – notice provided 74 days prior

If held on date other than state election – notice provided 74 days prior Please contact county ASAP if you believe a

special election might be on the horizon

Notice of Special Elections

Commissioner of Education Notice of Election – send copy of Notice to Auditor If referendum cancelled, send notice Post-referendum canvass report, send copy

Levy Referendum Mailed Notice To each property taxpayer, list provided by county Indicate projected tax increase 1st class mail between 15-30 days prior to election

School District Notices

Publish twice Two weeks prior to the election; and One week prior to the election

Post twice At least 10 days prior to the election

Public Notice of Election

Campaign Finance

Year round

M.S. 211A governs financial reporting for: Municipalities and school districts Committees which must comply

Candidate committees Political funds Political committees

Exception: Bloomington, Brooklyn Park, Minneapolis and Minneapolis school district governed by M.S. 383B

Campaign Finance – Chapter 211A

Provide report forms Receive financial reports Notify candidate or committee if necessary reports

have not been filed File complaints with Office of Administrative

Hearings Make financial reports available for public

inspection Collect Certification of Filing forms from candidates Issue Certificates of Election to winning candidates

Clerk Duties for Campaign Finance

Reporting Schedule: On the Ballot

Initial report Due within 14 days committee has raised or spent more than

$750 Pre-primary report

Due 10 days before primary or special primary Pre-general report

Due 10 days before general election or special Post-general report

Due 30 days after general or special election Annual report

Due January 31st of each yearJuly 31st - pre-primaryOctober 23rd – pre-generalDecember 3rd– post-generalJanuary 31st – annual

Reporting Schedule: Not on the Ballot

Annual report Due January 31st of each year

January 31st

Certification of Filing Every candidate and every registered

committee must complete Due within 7 days after a general or special

election No Certificate of Election issued to candidate if

not submitted Final report

All debts must be paid $100 or less remaining cash balance Ends activity

Additional Reports

No later than November 10th – Certification of Filing

Population of territory represented 100,000 or more $1000 in election year (was $500) $250 in non-election year (was $100)

Population of territory represented less than 100,000 $600 in election year (was $300) $250 in non-election year (was $100)

M.S. 211A.12

Contribution Limits

New legislation in 2014 Reports made available on local government

website No later than 30 days after receipt Available for 4 years from date posted

Provide Campaign Finance and Public Disclosure Board with link to website

Does not apply to cities with < 400 registered voters as of January 1 of the election year

M.S.211A.02

Online Accessibility

If an initial report has been filed but the committee fails to file a subsequent report on the due date Filing officer must immediately notify the

candidate or committee of failure to file If report is not filed within 10 days after

notification is mailed, the filing officer must file a complaint with the Office of Administrative Hearings

Failure to File Required Reports

Campaign Practices

No campaigning within 100 feet of polling place building or anywhere on public property with a polling place Including no campaign material, political

badges or buttons Absentee voting locations count as polling

place

Election Day Activities

August 11th and November 3rd

Violations of M.S. 211A or M.S. 211B filed with the Office of Administrative Hearings

Limitations, form, proof of complaints – see M.S. 211B.32

Campaign Complaints

Candidate Filing See OSS City Clerk Guide, or OSS School District Clerk Guide

Campaign Finance and Campaign Practices See OSS Campaign Manual

More Information

Ballot Preparation

May 19th - June 10th

July 28th - August 26th

Ballot Programming Calendar

Office Identification Candidate Filing (Affidavits of Candidacy) Ballot ordering Ballot proofing Ballot delivery

Ballot Preparation Steps

What offices and questions are expected to be on the ballot

Let Hennepin County know if any changes arise – specifically ballot questions

Office Identification

Ballot order forms due June 5 and August 14

Suggested percent for election day and absentee ballots Expected absentee

ballot increase Make any changes in

the light blue areas Suggested test ballot

is 50 per precinct Ballots packaged in

packs of 100

Ordering Ballots

June 5th and August 14th

Checklist provided Proofing period

June 8-10 and August 24-26 Clerk must be available, plan ahead

Additional instructions provided with ballot proofs

Email corrections or approval of proofs ASAP [email protected]

Ballot Proofing

June 8th-10th

August 24th-26th

Rotation algorithm required Rotation drawn randomly

by ERS If you prefer to draw

rotation, must be sent by: June 5 or August 14 by 12pm

Proof candidate rotation as part of your ballot proofing

Candidate Rotation

June 5th and August 14th

Ballot vendor – ES&S Ballot delivery dates Sample ballots

County will provide blue sample ballots & PDFs

Cities publish sample ballot with local offices only at least 2 weeks prior to election in official newspaper,

Cities and schools - 4 days posted notice

Sample ballots also available on OSS poll finder website

Ballot Delivery

SVRS:Statewide Voter Registration

System

Year round

Maintained by county Voter records Precincts, polling

places Maintained by county

and city Absentee records

Reports available Voter registration Absentee ballot Administrative

reports

SVRS Functions

Test IP address https://svrs.sos.state.mn.us

User names, passwords maintained by county

Contact county to set up new users

SVRS Access

Allows users to ‘practice’ using any SVRS functionality

https://svrspractice.sos.state.mn.us Contact county for set up

SVRS Practice Module

Applications submitted to county or OSS

Pre-registration cut-off 21 days before each election

Voters submit paper applications, or Voters submit online applications –

new 2013

Voter Registration

https://mnvotes.sos.state.mn.us/VoterRegistration/VoterRegistrationStep1.aspx

Voters can check to see if they are registered to vote

Link from Secretary of State’s website

Voter Registration

https://mnvotes.sos.state.mn.us/VoterStatus.aspx