SOP- 1mar05 update

Tennessee Native American Convention
to democratically elect representatives from the Native American community to represent Native American interests in and to the State of Tennessee.

TNNAC Caucuses Standard Operating Procedure 2005

Introduction
1. Five tasks to accomplish
  1. Election of Advisory Council/Commission nominees (max. 4)
  2. Election of TNNAC Board members (1)
  3. Nomination of other state commissions & boards
  4. Election of convention delegates (15 + 5 alternates)
  5. Vote on referendum issues
2. Tennessee Native American Convention organization
  1. History
    1. 2000
      1. Sunset review of TNCIA ... no conclusion
      2. TNCIA Reform Proposal
        
        from 5 to 7 Commissioners
        
        nominees from specific geographic areas
        
        selection by democratic process
        
        representation of & accountability to statewide and local/regional Native American constituency
    2. 2001
      1. first TNNAC caucuses & Convention
    3. 2003
      1. second TNNAC caucuses & Convention
      2. election of Grand-Division Commissioner-nominees (3)
        
        West, Middle, East
  2. 2005
    1. Caucuses
      1. election of Advisory Council/Commission nominees - nominated at caucuses
        
        Memphis
        
        Nashville
        
        Chattanooga
        
        Knoxville
      2. election of TNNAC Board member
        
        vice chair
      3. election of convention delegates
        
        15 + 5 alternates
      4. nomination of other state commissions & boards
        
        Archaeology Advisory Council
        
        Historical Commission
        
        Arts Commission
        
        Human Rights Commission
      5. vote on referenda
    2. Convention
      1. acceptance of Convention officers
        
        nominated by TNNAC Board
      2. election of metro-area 4 Commission nominees from caucus Advisory Council nominees
        
        order of precedence is order of nomination to Commission of Indian Affairs
      3. vote on referenda issues
      4. vote on location of next convention
  3. Purpose
    1. first step of the Indian community's election process
    2. participatory democracy
    3. inclusiveness
    4. representation
    5. checks & balances
      1. local choice
      2. statewide choice
  4. Process
    1. Caucuses & Convention - occur every two years
      1. Caucus
        
        local individual participation
        
        local initial selection
      2. Convention
        
        check-and-balance
        
        check on local overrun
        
        statewide indian community mandate
        
        Commissioners are -everybody's- commissioners
  5. Job Descriptions of TNNAC Board members
    1. 2-part
      1. serve as local caucus staff
        
        plan, set-up and lead the local caucus in accordance with TNNAC policies and procedures
        
        attend local area meet&greets
        
        attend local Commission meetings
      2. serve on TNNAC Board
        
        attend and participate in TNNAC Board meetings.
        
        quarterly
        
        usually held at MTSU, Murfreesboro, east of Nashville
        
        establish the policies and rules of the TNNAC caucus, convention and nomination process.
        
        abide by TNNAC bylaws and standing rules
3. Commission of Indian Affairs
  1. State Law: TCA 4-34-101
  2. hardcopy available at caucus meetings
4. Advisory Council on Tennessee Indian Affairs
  1. reference: www.actia.org
  2. hardcopy available at caucus meetings
5. Other Commissions and Boards
  1. Arts: www.arts.state.tn.us
  2. Historical: www.state.tn.us/environment/boards/thc.php
  3. Human Rights: www.state.tn.us/humanrights/
  4. Archaeology Advisory Council: www.state.tn.us/environment/boards/taac.php
  5. State Textbook Commission: www.state.tn.us/education/ci/citextbooks.htm
6. Referenda
  1. consultative/advisory from the Convention to addressee
  2. initiation open to Tennessee citizens
  3. requires statewide signature support (see specific rules)
Planning
1. Calendar
  1. all events on Saturday
  2. nomination dates
    1. 3-month nomination period
    2. 26 February - 28 May 2005
  3. caucus training date
    1. training one month prior to caucuses
    2. 28 May 2005 - same date as closing of nominations
  4. caucus date
    1. purpose - allow individual participation at any one but only one caucus
    2. simultaneous - all on the same date and at the same time
      1. Eastern :: Central Time
    3. 3 months prior
    4. Saturday, 25 June 2005
  5. complaints - See "Reporting - Complaints"
  6. convention date
    1. "(d) The convention shall be held biennially on the Saturday immediately preceding American Indian Day as set out in TCA Section 15-2-106." [Tennessee Code, Annotated, TITLE 15 HOLIDAYS/CHAPTER 2: DAYS OF SPECIAL OBSERVANCE 15-2-106. American Indian Day. (a) The fourth Monday in September of each year is to be especially observed in Tennessee as "American Indian Day," ..."]
    2. Saturday, 24 September 2005
2. Location
  1. 7 caucuses
    1. west to east: Memphis, Jackson, Nashville, Shelbyville, Chattanooga, Knoxville, Kingsport
  2. public, non-sectarian sites (state office buildings, libraries, park facilities) recommended
  3. capacity for 70 or more people
  4. Site needs TNNAC Board approval two months in advance
  5. Site should be reserved for at least 4 hours -
    1. 1 hour before the meeting begins
    2. 3 hours for the meeting
3. Applications
  1. Advisory Council
    1. paper application form required
      1. available at www.tnnac.org/nomination-form-2005.pdf
      2. available from TNNAC secretary
      3. available at meet&greets
    2. 21 signatures of registered voters required
      1. at least 11 signatories must be from inside the nominee's own caucus area
      2. at least 10 signatories must be from outside the nominee's own caucus area
      3. If an applicant who is not a member of a federally- or state-recognized tribe or is not a state-recognized Indian individual requests Native American preference, s/he must obtain the signature, address, and documentation (enrollment or CDIB card) of at least two (2) members of federally- or state-recognized tribes or a state-recognized Indian individual.
      4. all signatories must live within candidate's Grand Division
      5. signatories must be currently registered voters
      6. signatories must supply his/her residence address as it appears on his or her voter registration records
      7. TNNAC signatory form available for download in pdf format
      8. should obtain at least 30 signatures in case any signatories are disqualified
        
        signatories will be verified by TNNAC with counties' Election Commissions
        
        signatures must be recognized, signers must be registered voters and living at the address on their registration
      9. information required by TCA 4-34-104 (b)
        
        proof of US or tribal citizenship
        
        tribal identification card
        
        voter registration card
        
        passport
        
        proof of birthdate
        
        proof of residential address
        
        educational background
        
        work (employment) history
        
        tribal heritage
        
        description of suitability as commissioner
      10. optional public information
        
        family
        
        military experience
        
        criminal history
        
        indian community involvement
    3. must be 18 years old on or before day of caucus
    4. applicant must reside within nomination area
      1. must reside within caucus area 90 days prior to the opening day of applications
        
        acceptable proof
        
        voter registration card
        
        utility bill
      2. metro-area: metro county -and- all contiguous counties
      3. grand-division: all the counties within
    5. 3-month application period prior to caucus
      1. application period closes one month prior to caucus
    6. note that applications close 1 month prior to caucus
      1. late applications not accepted, applications/nominations from the floor not accepted
    7. applications verified, validated, reported
  2. TNNAC Board member application
    1. paper application form required
    2. requirements same as above
4. Referenda
  1. a referendum is a convention on an issue that concerns the statewide Indian community
  2. must be written, in final language, and submitted to TNNAC secretary
  3. opening and closing date are same as closing of applications
  4. must obtain 7 registered-voters' signatures in support of the referendum from each of the 7 separate and distinct caucus areas, a total of 49 valid signatures
5. Communication
  1. board meetings
    1. attendance
      1. need for caucus chairpeople to attend
  2. TNNAC internet
    1. www.tnnac.org
      1. website with information about elections & board
    2. email
      1. email addresses of board members, contact info
  3. media/caucus publicity
    1. internet
    2. newspaper
    3. radio
    4. television
    5. powwows
  4. training
    1. TNNAC board training
      1. 16 april - 10am-5pm
      2. education of all TNNAC board members in agenda, registration, procedures, etc.
    2. 14 may - Meet&Greet Candidates
      1. metro-areas - Memphis, Nashville, Knoxville, Chattanooga
      2. locals set meeting times & places
    3. local training
      1. 11 june - 7-9pm
6. Printing
  1. caucus notices
    1. mailed out to:
      1. all NA organizations in the state
      2. all individuals who request notice
      3. 20 largest businesses in state - Human Resources/Diversity offices
  2. attendance/voter registration sign-in sheets
  3. 1-page instruction sheet for voters / agenda
  4. ballots
    1. name-specific (pre-qualified)
      1. Advisory Council candidates
      2. TNNAC board candidate
  5. listed in reverse alphabetical order (Z-A) according to surname
  6. vote blanks
    1. 15-line delegates to convention
  7. tally sheets
7. People
  1. voters
    1. must be age 18 or older at time of caucus
      1. resident of Tennessee
        
        definition of 'resident' for TNNAC purposes:
        
        has a legal residence in Tennessee -and- spends the majority of his/her non-work time in 11 of 12 months in a calendar year in Tennessee
    2. must vote in the caucus of their county assignment
      1. metro areas include:
        
        Memphis: Shelby, Tipton, Fayette, Lauderdale counties
        
        Nashville: Davidson, Cheatham, Robertson, Sumner, Wilson, Rutherford, Williamson counties
        
        Chattanooga: Hamilton, Sequatchie, Bledsoe, Rhea, Bradley, Meigs, McMinn, Polk counties
        
        Knoxville: Knox, Roane, Anderson, Union, Grainger, Jefferson, Sevier, Blount, Loudon, Monroe counties
        
        all others must vote in the grand division caucus
    3. volunteer workers (also vote if from caucus area)
      1. ballot counters
        
        accurately count ballots, written tallies, and report results to staff
        
        report ballot and/or counting problems to staff
        
        3 persons counting ballots
      2. monitor
        
        observe events dispassionately
        
        cannot be an applicant
        
        take notes on events, persons, votes, complaints
        
        report to TNNAC board in case of any questions
        
        report ballot and/or counting problems to staff immediately
      3. convention delegates
        
        attend convention 3 months later
        
        select nominees' order of precedence of nomination to state Commission of Indian Affairs
        
        may be selected to fill vacant caucus/TNNAC positions
  2. caucus officers
    1. must be eligible voters
    2. chair - presides
    3. vice chair - assists
    4. secretary - keeps record of events and votes
  3. candidates
    1. ineligible to serve as ballot counters, monitor
    2. speaking time given
8. Ballot Counting
  1. All ballots are counted
  2. Ballots with names of persons who are not official nominees are counted as a blank ballot.
  3. Number of voters present and number of voters needed to make a majority are to be announced and kept prominently displayed.
  4. Elections are won by a majority of votes.
  5. If there are clear indications of a plurality preference for an order of preference of candidates, the chairperson can ask for approval by acclamation.
Reporting
1. Purpose
  1. collect voting materials
    1. communicate results
      1. report ballot counting to TNNAC Board
      2. report ballot and/or counting problems to TNNAC Board
      3. posting results to TNNAC website
    2. archive
      1. stored for future review
  2. publish caucus results
2. Complaints
  1. Concerns and complaints welcome
    1. in writing
    2. online form completed within 30 days of the caucus or
    3. typewritten and postmarked within 30 days of the caucus
    4. sent to TNNAC Board vice chair and secretary
    5. signed, dated, mailing address, phone number, email address
  2. Process to address complaints
    1. TNNAC acknowledges receipt
    2. initial review by officers
      1. if officer is alleged to have been directly involved in the situation, s/he shall be recused and another TNNAC Board member not from the officer's area shall take his/her place
Caucus Meeting
1. Purpose: select ...
  1. commissioner-nominees
  2. Advisory Council
  3. 2007 Caucus leadership/TNNAC Board members
  4. convention delegates
2. Voters' eligibility
  1. residency
    1. current Tennessee resident
    2. non-residents may observe but may not vote
  2. age
    1. age 18 and older
  3. proof
    1. acceptable
      1. TN driver's license
      2. voter registration
    2. not acceptable
      1. school ID card
      2. military ID card
      3. tribal ID card
  4. non-discrimination
    1. we do not discriminate on the basis of race, ethnic background or gender
  5. no proxy voting, no absentee voting
3. Supplies needed
  1. 3-minute timer
  2. blank paper
  3. pencils
  4. scissors
  5. chalk board or white board or large easel with big paper
  6. markers
  7. large manila envelope for ballots & tally sheets
    1. to be sent to TNNAC vice-chair or secretary
  8. address of TNNAC recipient of envelope
4. Caucus schedule
  1. 5 tasks to accomplish
    1. 1. Election of area commissioner-nominee candidates (max. 4)
    2. 2. Election of area Advisory Council nominees (max. 3)
    3. 3. Election of convention delegates (15 + 5 alternates)
    4. 4. Election of next area caucus' staff/TNNAC Board members
    5. 5. Vote on referendum issues
  2. Eastern :: Central Time zones
    1. meetings held simultaneously - 7:00pm Eastern / 6:00pm Central
    2. Kingsport, Knoxville, Chattanooga on Eastern Time
    3. Shelbyville, Nashville, Jackson, Memphis on Central Time
    4. purpose: eliminate attendance at multiple caucuses
    5. caucuses held 60+ miles apart
    6. voter registration open for 90 minutes (-1:00 - 0:30)
  3. -1:00: voter registration opens 1 hour before caucus start
    1. registration of all caucus attendees
    2. voters and non-voters (non-residents, children)
    3. need for accurate counting
      1. tally of eligible voters used to establish simple majority
    4. Registration of all participants (names, addresses, phone numbers, email addresses, tribal/organizational affiliations, voter registration status)
  4. -0:30: ballot counters recruited
    1. need objective (non-partisan) volunteers
    2. need to identify caucus monitors
  5. 0:00 Opening
    1. Greeting & welcome [2 minutes]
    2. Introduction of staff: chair, vice chair, secretary [2 minutes]
      1. were elected at previous caucus
      2. chairperson: preside over meeting & elections
      3. vice chairperson: assistant
      4. secretary: keep an accurate record of events
        
        report results to TNNAC board
    3. Affirmation of staff (vote of confidence), pro forma [4 minutes]
      1. staff serves at the pleasure of the local caucus
        
        job descriptions (brief)
      2. presumption that previously elected staff will be acceptable to the new caucus
      3. if staff does not win a vote of confidence (approval of 51% of eligible voters), new nominations and elections are immediately held
    4. Review of agenda/schedule [15 minutes]
      1. intro to TNNAC
        
        Board
        
        7 caucuses, 1 convention
        
        law - Section 5 re. selection of commissioners
        
        purpose: 4 elections ...
        
        a. elect 4 metro-area nominee-candidates (2005, 2009, 2013, ...) or
        
        elect 3 grand-division nominee-candidates (2007, 2011, 2015, ...)
        
        b. elect 4 metro-area Advisory Council-candidates (2005, 2009, 2013, ...) or
        
        elect 3 grand-division Advisory Council-candidates (2007, 2011, 2015, ...)
        
        nominee-candidates can be the same or different
        
        c. elect 15 convention delegates + 5 alternates
        
        d. elect next caucus' 3-person staff
        
        results reported
        
        at caucus
        
        online at www.tnnac.org, with other caucuses' results
      2. voting
        
        procedure
        
        secret ballots standard
        
        may be waived for any particular vote by majority vote
        
        all individuals (except convention delegates) must receive majority approval of the caucus to be elected.
        
        commissioner-nominees (max. 4)
        
        prepared ballots distributed
        
        voters mark/check only one nominee
        
        votes collected, counted, tallies checked, reported to chair, chair reports to voters
        
        run-off elections in case of ties
        
        ballots may be specially-marked blanks
        
        Advisory Council nominees (max. 4)
        
        convention delegates (max. 15 + 5 alternates)
        
        job duties
        
        nominations
        
        commissioner- and Advisory Council nominees from local caucus automatically become convention delegates
        
        names of nominees should be written and made viewable to all voters
        
        election
        
        voters are to vote by writing the names of 15 delegates on the prepared ballot form
        
        caucus staff/TNNAC Board members
        
        job duties
        
        nominations
        
        election
  6. 0:30 Voter registration closes (7.30pm Eastern, 6.30pm Central)
    1. Latecomers accepted if approved by a majority of voters
    2. Questions [10 minutes max.]
  7. 0:45 Introduction of commissioner-nominee candidates & ballot [20 minutes]
    1. 3-minutes (timed) per candidate
    2. Read highlights of r��sum��s for candidates who are not present
    3. Read job duties of commissioners.
    4. Distribute blank ballots during/in-between candidates' introductions
      1. voters vote for only 1 candidate
  8. 1:05 Commissioner-nominee candidates election
    1. confirm ballot collectors and counters
    2. confirm observers/monitors
    3. confirm ballot is
      1. secret (written, folded, handed in, voter's name not recorded)
      2. for -1- candidate only
      3. Candidate who obtains the most votes becomes the top candidate of the caucus.
    4. voters fill out ballots, fold ballot in half, hand to ballot collectors
    5. ballots collected.
    6. ballot collectors deliver ballots to ballot counters
    7. ballot counters tally votes, report results to caucus staff
    8. caucus staff announces election results
    9. Vote again for 1 person less the top candidate. Candidate who obtains the most votes becomes the second candidate of the caucus.
    10. Announcement of the caucus' top four commissioner candidates.
  9. 2:00 Advisory Council candidates' election.
    1. Repeat above
      1. Introduction of nominees.
      2. Read job duties of Advisory Council members
      3. Distribute ballots.
      4. etc.
  10. 2:30 Convention delegates' election
    1. Read job description of convention delegates
      1. Confirm date and location of Convention
      2. Remind nominators that nominees must be committed to attending the Convention at that date, time and place.
      3. Delegates are expected to support the caucus' nominees and referenda decisions at the state convention.
      4. Candidates/nominees may be (are expected to be) delegates.
      5. Persons need not be present to be elected as delegates.
    2. Solicit names of delegate nominees.
    3. Close nominations.
    4. Introduction of delegate nominees. (1 minute each)
    5. Election of delegates by secret ballot.
      1. Ballots distributed.
      2. Ballots have space for 15 names.
      3. Ballots collected and counted.
      4. Announcement of 15 delegates and 5 alternates.
  11. 3:00 Next caucus' staff / TNNAC Board members' election
    1. Read job description of caucus staff/TNNAC Board members
      1. Confirm date and location of next caucus
      2. Remind nominators that nominees must be committed to attending TNNAC board quarterly meetings in Murfreesboro.
      3. TNNAC board members are expected to support the caucus' preferences to the TNNAC board.
      4. Caucus staff/TNNAC board members may be (are expected to be) delegates.
      5. Next chairperson and vice-chairperson will be members of the TNNAC Board.
      6. Persons need be present to be elected as future caucus staff/TNNAC board members.
    2. Solicit names of caucus staff nominees.
    3. Close nominations.
    4. Introduction of staff/TNNAC Board member nominees
      1. 1-minute introductions
    5. Election of staff/TNNAC Board members by secret ballot.
      1. Announcement of 3 caucus staff/TNNAC Board members.
      2. Solicit names of staff nominees.
      3. Close nominations.
      4. Ballots distributed.
      5. Ballots have space for 1 name.
      6. Ballots collected and counted.
      7. Top vote-getter will be next caucus chairperson; second top vote-getter will be vice-chairperson; third top vote-getter will be alternate.
  12. 3:30 Referendum issues vote
    1. Introduction of referendum process.
    2. Introduction of referendum issues.
    3. Discussion and vote on issues individually.
  13. 4:00 Final announcement of elections/votes
    1. Public reiteration of the results of the elections/votes on ...
    2. four Commissioner nominees,
    3. three Advisory Council nominees
    4. fifteen delegates,
    5. chairperson, vice-chairperson and alternate of the 2005 caucus and TNNAC board members,
    6. referenda issues.
  14. 4:15 Close
    1. Thanks
    2. Adjournment
  15. 4:30 Staff close
    1. Collection of all cast and blank ballots
    2. Collection of all tally sheets
    3. All ballots and tally sheets placed in envelope
      1. sealed.
      2. signed.
    4. Envelope mailed.
      1. To be mailed on the following Monday, US Postal Mail, Return Receipt Requested.
      2. Mail to: [TNNAC vice-chair or secretary. Check with TNNAC.]
  16. 5:00 Caucus results reported to TNNAC officers
    1. Email results of all 5 elections to TNNAC chair, vice-chair & secretary.
  17. 6:00 Results posted on TNNAC website.
    1. www.tnnac.org
5. Complaints
  1. see "Reporting"
Convention
1. purpose
  1. elect ...
    1. Commissioner nominees to state
    2. Advisory Council members
    3. Referenda
2. schedule
  1. 9:00 Registration of delegates
  2. 10:00 Opening
    1. Greeting & welcome [2 minutes]
    2. Introduction of staff: chair, vice chair, secretary [2 minutes]
      1. were elected by TNNAC board
      2. chairperson: preside over meeting & elections
      3. vice chairperson: assistant
      4. secretary: keep an accurate record of events
        
        report results to TNNAC board
    3. Affirmation of staff (vote of confidence), pro forma
      1. staff serves at the pleasure of the Convention
        
        job descriptions (brief)
      2. presumption that previously elected staff will be acceptable to the Convention
      3. if staff does not win a vote of confidence (approval of 51% of eligible voters), new nominations and elections are immediately held
    4. Review of agenda/schedule
      1. intro to TNNAC
        
        Board
        
        7 caucuses, 1 convention
        
        law - Section 5 re. selection of commissioners
        
        purpose: 4 elections ...
        
        a. elect 4 metro-area nominee-candidates (2005, 2009, 2013, ...) or
        
        elect 3 grand-division nominee-candidates (2007, 2011, 2015, ...)
        
        b. elect 4 metro-area Advisory Council-candidates (2005, 2009, 2013, ...) or
        
        elect 3 grand-division Advisory Council-candidates (2007, 2011, 2015, ...)
        
        nominee-candidates can be the same or different
        
        c. elect 15 convention delegates + 5 alternates
        
        d. elect next caucus' 3-person staff
        
        results reported
        
        at caucus
        
        online at www.tnnac.org, with other caucuses' results
      2. voting procedure
        
        public ballots standard
        
        all individuals (except convention delegates) must receive majority approval of the caucus to be elected.
        
        voters select only one nominee
        
        votes collected, counted, tallies checked, reported to chair, chair reports to voters
        
        run-off elections in case of ties
    5. Questions [10 minutes max.]
  3. 10:45 Introduction of commissioner-nominee candidates & ballot
    1. 3-minutes (timed) per candidate
    2. Read highlights of r��sum��s for candidates who are not present
    3. Read job duties of commissioners.
    4. Distribute blank ballots during/in-between candidates' introductions
      1. voters vote for only 1 candidate
  4. 12:30 Lunch
  5. 1.30 Reconvene
  6. 1.45 Introduction of Advisory Council nominees
  7. 2.45 Introduction of Referenda issues
  8. 6:00 Close

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