Preparing for Elections
Political parties provide lists to county by May 15th
County will forward to cities
Cities may appoint judges from lists provided or may appoint other people who meet the qualifications
Election Judge Lists
May 15th
Contact polling locations Confirm availability
Review polling place accessibility
No polling place changes after May 14th Provide Hennepin County with resolution Notify affected voters no later than 25 days
before the next election
Polling Place Requirements
May 14th
No later than June 1 Immediately notify Hennepin County of
changes
Hennepin County will work with cities to make updates to precinct finder
Precinct Boundary Changes
June 1st
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 18th
Lists all offices to appear on ballot Filing dates and location
Publish notice 2 weeks before opening of filing May 6 or July 15
Post notice 10 days before opening of filing May 9 or July 18
Notice of Candidate Filing
May 6th or July 15th – publish May 9th or July 18th – post
Candidate Filing
May 20th - June 3rd, orJuly 29th – August 12th
US Senator US Representative (3, 5, 6) Governor, Lt Governor Secretary of State Attorney General State Representatives County Commissioner (2,
3, 4) County Attorney County Sheriff Three Rivers Park (2, 4)
Offices on the Ballot
Judicial offices City offices School district offices
Federal offices – Secretary of State’s office State and Judicial offices – Secretary of State’s office
or county in which the candidate resides
County offices – Hennepin County Government Center
City and School offices – city clerk or school district clerk’s office
Who files where?
Two week filing period Early filing – May 20–June 3 Late filing – July 29–August 12 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 must use this affidavit
Affidavit of Candidacy
Upon accepting affidavit, email ASAP to county Email to Kristin Reid 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 6 General – August 22
Must include: Date of election Offices to be voted on Title and language of each
ballot question
Notice of Election to Auditor
June 6th and August 22nd
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
Cities – publish twice Two weeks prior to the election; and One week prior to the election
Schools – publish once Two weeks prior to the election
Both – give at least 10 days posted notice
Public Notice of Election
July 29th and August 5th – cities publishJuly 29th – schools publishAugust 1st – cities and schools post
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 yearAugust 1st - pre-primaryOctober 24th – pre-generalDecember 4th – 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 11th – 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
All noncommercial signs of any size in any number may be posted June 27 – November 14
Municipal ordinances may regulate the size and number of noncommercial signs at other times
Noncommercial Signs
June 27th - November 14th
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 12th and November 4th
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 20th - June 12th
July 29th - August 28th
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 6 and August 15
Suggested percent for election day and absentee ballots Expected absentee ballot increase
Suggested test ballot is 50 per precinct Fill in order in light blue areas Ballots packaged in packs of 100
Ordering Ballots
June 6th and August 15th
Checklist provided Proofing period
June 10-12 and August 26-28 Clerk must be available, plan ahead
Additional instructions provided with ballot proofs
Email corrections or approval of proofs ASAP [email protected]
Ballot Proofing
June 10th-12th
August 26th-28th
Rotation algorithm required Rotation drawn randomly
by ERS If you prefer to draw
rotation, must be sent by: June 5 or August 14 by 6pm
Proof candidate rotation as part of your ballot proofing
Candidate Rotation
June 5th and August 14th
New 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, 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
New SVRS release May 29 Training sessions offered June 10th-13th Topics
Searching records Entering applications Updating ballot status Reports available Trouble-shooting
SVRS Training
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