DPH Organizational Handbook Democratic Party of Hawai‘i 627 South St. #105 Honolulu, Hawai‘i 96813 (808) 596-2980

Updated 9/2017

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Table of Contents

DPH Chair’s Message 3 Democratic Party of Hawaiʻi Values and Structure 4

DPH Values 4 DPH Structure 6 DPH Party Organization 7 Duties and Responsibilities 10 Precinct 10 District 15 Counties 20 State Central Committee 20 Best Practices 26 Organization and Meeting 26 Organizing Volunteers 29

Community Relations 30 Fundraising and Budget 33 Action Network and Voter File 35 Prescription for a Healthy Party Unit 36 Appendix:

A: Parliamentary Procedure At-A-Glance B: Sample Precinct Letter C: Sample Comms Fee Letter

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Message From the Chair

Aloha fellow Democrat, Welcome to DPH Organizational Handbook! Thank you for your dedication to the Democratic Party of Hawaiʻi, and for all your hard work in helping us remain a vehicle for progressive change in our island community. As we resist the current administration in Washington, D.C., we must renew our role as a party of ideas and solutions that benefit working families. This means building upon our proud local history of diversity and inclusion by organizing members in the grassroots. Our success and value to our members and the public depends on how diligently, innovatively, and effectively we renew this effort. At the heart of this handbook and binder is an acknowledgement of the need to change the culture of the DPH to one of year-round organizing. This handbook covers not only the values and structures of our party, but also recommends best-practices, tools, and techniques that will help us elect more Democrats and enact our Party Platform into law. For some of you this is a beginning course; for others, it is a refresher. Each time you go through this material, we hope that you will find something new that can help you become a more effective party officer; one that we can rely upon to engage and organize our fellow members. The more you know about your Democratic community, the greater the chance of advancing our platform and achieving lasting progress. Every day we must hone our skills and learn new and better ways of doing essential things. The State Party will be with you every step of the way. While the DPH has provided plenty of suggestions and guidelines on best practices, organizing techniques, and ideas for meetings and events, we will also be there for logistical support and resources when you need. Join us for canvassing our neighborhoods. Help us outreach, refine, and grow our database of registered Democrats. Do your part to keep members informed and ensure that everyone feels welcome in our party. Let’s grow the grassroots and renew the revolution! Again, mahalo for everything you do to make our party strong-

Tim Vandeveer Chair, Democratic Party of Hawai‘i

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Democratic Party of Hawaiʻi: Values and Structure

A member of the Democratic Party of Hawaiʻi supports party values, helps elect competent and valuable public officials, and helps strengthen and maintain the party's organizational structure and processes. Democratic Party of Hawaiʻi Values A member of the Democratic Party of Hawai‘i supports our values: (from the DPH Platform) The abiding values of the Democratic Party are liberty, social justice, economic justice, and protection of the environment, and compassion and respect for the dignity and worth of the individual. At the heart of our party lies a fundamental conviction that Americans must not only be free, but they must live in a fair society. These values compel us to integrate democratic ideals in all aspects of economic, social, educational, and cultural life in our communities, our state and our nation. These principles must always be protected. As the party of the people, we Democrats commit ourselves to these values. We are facing increased global challenges economically, ecologically, and socio-culturally. We therefore adopt a worldview that is sensitive to and addresses these challenges that is not based on short-term economic gains. This platform outlines guiding principles for all members of the Democratic Party of Hawai‘i. The Democratic Party of Hawai‘i holds that our party and our government shall strive for the following ideas and values: 1. Support and provide for a strong economy 2. Preserve and strengthen the future of agriculture in Hawai‘i 3. Support strong labor practices, good jobs and a living wage 4. Support measures to drastically reduce income and wealth inequality 5. Protect and restore the civil and human rights of each person 6. Support the rights of native Hawaiians and the preservation of native Hawaiian culture 7. Support the eradication of discrimination 8. Reform our government, supporting transparency in government and free, fair, and democratic elections 9. Provide an excellent, free public education for students at every level 10. Support a comprehensive approach to ending poverty 11. Provide high quality and free healthcare for every human being 12. Protect and preserve Hawaiʻiʻs environment

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13. Achieve energy sustainability 14. Adopt transportation policies that improve our quality of life 15. Support military relations that honor and provide for all military personnel and veterans while protecting our ʻāina 16. Support fair and just foreign policy that promotes peace

Develop and Maintain a Strong Organization:

• An active State Central Committee should maintain and staff an office, publish a newsletter, have a website, and provide a wide range of support for county/district/precinct officials. • A sustainable grassroots contributions program to ensure that the Party can provide the resources for electoral work as well as maintaining and building our membership. • Engaged members and voters ensure a healthy party and a strong Democracy.

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Democratic Party of Hawai‘i Structure Brief History of the Democratic Party of Hawai‘i Founding The Democratic Party of Hawai‘i was formed on April 30th, 1900 by supporters of Queen Liliʻuokalani. The meeting brought together five men: John H. Wilson, John S. McGrew, Charles J. McCarthy, David Kawānanakoa, and Delbert Evener Metzger. The group believed that it was necessary for a party in Hawai‘i, now a region of the US, to have a national counterpart to survive and established the Democratic Party of Hawai‘i. The intention of the party was to promote Jeffersonian philosophy and home rule. The first convention of the Democratic Party of Hawai‘i was held on May 16th that year and was attended by 500 people. Later that year, Kawānanakoa attended the 1900 Democratic National Convention in Kansas City, becoming the first royal attendee. At the convention, Kawānanakoa formed an affiliation between the Democratic Party of Hawai‘i and the Democratic Party of the United States. The Blue Revolution Throughout the first half of the 20th century the Republican Party enjoyed a comfortable control of Hawai‘i. This dominance would continue until the conclusion of World War II. Following World War II, a local movement to empower laborers in Hawai‘i was formed. Honolulu Police Department officer John A. Burns began organizing the plantation laborers, especially the Japanese Americans and Filipino Americans he came to know while on his police beats. He began what would be known as the “Burns Machine”. He believed grassroots organizing and the power of elections could overturn the corruption and unfairness of the Republicans in power. The movement received its biggest boost when Burns successfully influenced Japanese American veterans who fought in World War II to become involved, notably Daniel Inouye. During the Burns movement, the party shifted towards egalitarianism. Burns’ efforts culminated in his election to the governorship after attaining statehood, heralding a new era of Democratic rule in Hawai‘i. For the first time in Hawaiian history the Democratic Party won in a landslide. John Burns won the governorship, and with him a legislative majority: 22-8 seats in the State House of Representatives, and a 9-6 margin in the state Senate. The tide had turned. Statehood Party standing in the U.S. Congress was strengthened once Hawai‘i achieved statehood in 1959. For the first time, political representation was fully justified as newly elected representatives were allowed to cast votes. The achievement of statehood had also significantly enhanced the Party’s status within The Democratic National Committee. Democrats have held onto a solid majority since 1962. The party has remained successful for a variety of reasons, notably grassroots activities. Campaign tactics and promotion of party ideals have been characterized by rice dinners, rallies, door-to-door campaigning, and sign waving in public areas. These activities have helped maintain the party’s large membership and its status as the majority party of Hawai‘i. To this day the Democrats are continuing their efforts to serve the people of Hawai‘i.

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Party Organization

The Democratic Party of Hawaiʻi is the state party organization (branch) of the National Party organization, the Democratic National Committee. The DPH is divided into four basic levels: Precinct, District, County and State.

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Precinct Clubs: Districts are divided into geographical units called voting precincts for election purposes. Organized Clubs in these precincts are the most basic units of political action and interaction in a community. Precinct Clubs are composed of officers and general members; a quorum of 4 members constitutes a functional Club. The members elect officers every two years at the Precinct Caucus. The Democratic Party of Hawaiʻi considers a precinct to be organized when:

• It has three officers: a precinct president, a vice-chair, and a secretary/treasurer. • The precinct president holds a precinct meeting at least annually that involves four or more registered Democrats who live in the precinct.

District Councils: Every precinct falls within one District Council. There shall be a District Council in each Representative District which shall consist of all the Precinct Presidents and District Councilpersons of each Precinct Club and the duly elected Chairperson. Councils may include the Precinct First Vice-President.

County Organization There shall be a County Organization in each County which will consist of all members of the Party residing in that County. Between their respective County Conventions, the affairs of each County shall be subject to a County Committee: O‘ahu County Committee, Hawai‘i County Committee, Maui County Committee, and Kaua‘i County Committee. The County Central Committee is made up of all District Chairs in the County, as well as county officers. The County is primarily responsible for maintaining and strengthening the grassroots base of the DPH. One of the most important functions of the county organization is to organize the biennial County Conventions and assisting in organizing the county for federal, state, and local office. Most County Committees meet on a quarterly basis and the Executive Board generally meets monthly.

Regional Chairs Not all Counties have Regional Chairs – rules and responsibilities for Region Chairs are laid out in the County Bylaws where applicable. Primarily regional chairs are in O‘ahu and Hawai‘i Counties. O‘ahu County has 9 Region Chairs and Hawaiʻi County has 2 (East and West regions).

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State Organization The State Party is the top level of the Democratic Party of Hawai‘i organization. The constitution and bylaws provide that the state party officers shall consist of the Chair, Vice-Chair, Secretary, Assistant-Secretary, Treasurer and Assistant Treasurer. The State Executive Committee consists of these officers, the County Chairs and the two Hawai‘i members of the Democratic National Committee. The Democratic Party of Hawai‘i currently maintains an office on Oahu with a full-time Executive Director. The state office is located at 627 South St, #105, Honolulu, HI 96813. Conventions are held in May of even-numbered years, roughly 1000 delegates elected at Precinct joined by the incumbent Party Chairperson, National Committeepersons, SCC members, Incumbent and Immediate Past County at-large Representatives to the SCC, District Chairpersons, Incumbent and Immediate Past County Chairpersons, including ex-officio members of the SCC, former Democratic Governors, former Democratic Lt. Governors, and former Democratic Party Chairpersons. Elected Federal, State and County officials. These delegates elect DNC members, elect Electors an alternates, elect the Party Chairperson, members of the SCC, adopt the Platform, Resolutions, revisions, amendments or alterations to the Constitution, and any other business that comes before it.

National Democratic Party DPH is subordinate to the National Democratic Party. Every four years, the National Democratic Party holds a convention to select its Presidential and Vice-Presidential candidates. Hawai‘i elects pledged Delegates to the National Convention at the State Convention. The delegation also includes unpledged delegates who include the Chair and Vice-Chair of the Party. In between National Democratic Party Conventions, the governing body is the Democratic National Committee (DNC). Hawai‘i is represented on the DNC by the State Party Chair, Vice-Chair, and two at-large DNC Committeepersons elected at the State Convention. The address of the Democratic National Committee office is 430 South Capitol Street, S.E., Washington, D.C. 20003; the DNC phone # is 202-863-8000.

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Duties and Responsibilities Precinct Clubs:

President · Shall arrange for the biennial precinct election meeting by the 15th of December preceding the election year · Shall call and preside over all meetings · Shall issues notice of proposed meeting to the entire membership and make arrangements for the meeting · Shall call a meeting when requested by any 5 members of the club or District Chairperson · Shall notify the Secretary of any corrections to membership list · Shall be the representative to the District Council · Shall follow guidelines/procedures set for the by the SCC

Recommended Practices: The Chair leads the Precinct Club and must have the ability to organize, provide direction, and work well with others. The Chair assigns and monitors progress on tasks as needed. The Chair should consult with other officers about all decisions, particularly involving expenditures and other matters that may require a vote of the District.

General Responsibilities:

• Outside the Precinct, represent and speak on the Precinct’s behalf, without inserting personal remarks or biases • Manage the activities of other Precinct officers • Delegate tasks as needed to other members of the Precinct • Support and guide volunteers • Recruit, welcome, educate and involve new members • Recruit conveners for each Precinct Caucus • Lead Executive Committee to develop strategic plan for Precinct activitie Send password requests to the District Chair for anyone in the Precinct needing access to the membership database

First duties after being elected:

▪ Welcome other new officers promptly and personally ▪ Hold an orientation event or training session for precinct officers as soon as possible

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▪ Propose a schedule for regular meetings ▪ Obtain records and other relevant materials from previous officers

Create committees to carry out Precinct activities(examples below):

▪ Finance and Fundraising ▪ Communications-including website and social media ▪ Data Management ▪ Issues or Research ▪ Community Service ▪ Programs and Events ▪ Speaker’s Bureau ▪ Campaign Coordination ▪ Get-Out-The-Vote (GOTV)

Arrange regular Precinct Club meetings:

• Give precinct officers and party members training and information on programs, campaigns and issues • Coordinate efforts and provide information among the Precinct, District Council, County Organization and DPH. • Develop a budget and timetable for fundraising so the Precinct and campaigns can be properly financed to carry out their activities. Work with the DPH Treasurer to make sure all compliance measures are taken into account.

Help recruit and encourage potential candidates:

▪ State legislature ▪ City/Council Council ▪ Neighborhood Board

Outgoing Chairs should:

▪ Transfer unit materials, records, and equipment to new Chair ▪ Notify vendors as needed of name changes

Supplementary Information:

Parliamentary Procedure At A Glance – Appendix A http://hawaiidemocrats.org/resources/

State of Hawai‘i Political Party Guidance http://ags.hawaii.gov/campaign/nc/nc-guidance/

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DPH Constitution and Bylaws DPH Platform DPH Resolutions

https://hawaiidemocrats.org/party-documents/

1st Vice-President Shall perform duties and function of President in the absence or sickness the President or in the event the President neglects to perform such duties

General Responsibilities: ▪ Coordinate events in the Precinct ▪ Keep up-to-date on the various Precinct activities ▪ Represent the Precinct as authorized ▪ Take extra initiative for a specific project as needed ▪ Fill in for other officers as needed; for example, take minutes in absence of Secretary

Recommended Practices/First Duties after Being Elected (in conjunction with Chair):

▪ Welcome other new officers promptly and personally ▪ Conduct an orientation event or training session for precinct officers as soon as possible. ▪ Obtain records and other relevant materials from previous officers

Outgoing Vice Chair should:

▪ Assist the Chair in the transfer of materials

Secretary · Shall attend meetings and keep a Minute book that records the happenings, resolutions, motions and rules of each meeting · Shall keep custody of such records and membership lists and upon the expiration of their term shall surrender these records to either the succeeding Secretary or District Chairperson.

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General Responsibilities: ▪ Maintain rosters of Precinct officers and members. ▪ Distribute meeting notices, agendas, and minutes of the previous meeting ▪ Record minutes of every meeting of the Precinct Club, including reports presented at those meetings ▪ Record attendance and excused absences of every meeting ▪ Send the District Chair and County Chair notification of any changes to Precinct officers. ▪ Assist in updating contact information, activist codes, and other pertinent information in the membership database ▪ Maintain and provide a permanent record of activities ▪ Maintain event/meeting dates and submit to the state DPH and County calendar ▪ Assist with maintaining the Precincts website and social media ▪ Conduct Precinct correspondence

Recommended Practices/First duties after being elected: ▪ Create a complete roster of Precinct Club officers and submit to state DPH office, the County Chairperson and District Chairperson ▪ Distribute the schedule for the Precinct Clubs meetings ▪ Obtain records and relevant materials from previous Secretary ▪ Create a complete list of members in the district - Active, Associate and who has paid Comms Fee for the year. Work with Treasurer to send out letter to members – See Appendix C, sample letter.

Outgoing secretaries should:

▪ Transfer records, both electronic and physical, to new Secretary

Treasurer · Shall be responsible for the safekeeping of all monies and revenues of the club · Shall submit a report at each regular meeting · Upon expiration of term, shall turn over record to succeeding Treasurer or District Chairperson · Shall submit reports upon request of SCC Treasurer any necessary reports · Shall comply with all State and Federal laws relating to political contributions and expenditures

General Responsibilities: ▪ Disburse unit funds only with authority or ratification by the Executive Committee or Chair of the Precinct, according to its Constitution and Bylaws

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▪ Work with any Precinct committee that oversees the budget and finances ▪ Be responsible for sending out annual Communications Fee contribution reminders - see Appendix C , sample letter ▪ Assist with Precinct fundraising efforts

Recommended Practices/First duties after being elected:

• Check in with District Treasurer to report any fundraising activities • Work with Secretary to get list of members who have and have not paid Comms Fee - develop a plan plan to solicit Fees from members in the district

Outgoing Treasurers should: ▪ Transfer financial records to new Treasurer ▪ Notify vendors as needed of name changes

Supplementary Information:

Campaign Finance Board website: Political Party Unit Handbook http://ags.hawaii.gov/campaign/nc/nc-guidance/

District Councilperson Representative · Attend all meetings of the District council either in person or by proxy

Recommended Practices: § Assist with Precinct events. § Report back to your precinct important information from the District Council meeting.

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The District Council Duties and responsibilities of the Council · First meeting on first Tuesday of April to hear challenges from biennial Precinct elections · Shall consider challenges to delegates to State Convention · Establish and maintain an active and effective Party organization within the district · Ensure as large a vote as possible in elections · May adopt its own Platform as long as its consistent with the DPH Platform District Chair • Appoint chairpersons and members of all special and standing committees with the advice and consent of the majority of the members of the District Council. • Call all regular and special meetings of the District Council, arrange for meeting places for all special and regular meetings, and give proper notice. • Welcome new members to their Precinct. • Recruit new Democrats within their District to the Democratic Party. • Assist in recruiting volunteers from their District to help with campaign activities for the General Election and help find poll watchers for the General Election.

Recommended Practices: The Chair leads the District Council and must have the ability to organize, provide direction, and work well with others. The Chair assigns and monitors progress on tasks as needed. The Chair should consult with other officers about all decisions, particularly involving expenditures and other matters that may require a vote of the District.

General Responsibilities

▪ Attend State and County Organization meetings and other committees on which they serve ▪ Outside the District, represent and speak on the party unit’s behalf, without inserting personal remarks or biases ▪ Manage the activities of other District officers ▪ Delegate tasks as needed to other members of the District ▪ Support and guide volunteers ▪ Recruit, welcome, educate and involve new members ▪ Recruit conveners for each Precinct Caucus ▪ Lead Executive Committee to develop strategic plan for the Disitrct’s activities ▪ Send password requests to County Chair for anyone in the District needing access to the Membership Database

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First duties after being elected:

• Maintain and update District Binder (see District Binder Agreement) • Welcome other new officers, Directors, State Central Committee members, and Precinct Officers promptly and personally • Stage an orientation event or training session for District Officers as soon as possible • Propose schedule for the District Council • Obtain records and other relevant materials from previous officers • Ensure that all of your Precincts have Presidents, if not schedule a re-organization meeting

Appoint committees to carry out unit activities (examples below)

▪ Finance and Fundraising ▪ Communications-including website and social media ▪ Data Management ▪ Issues or Research ▪ Community Service ▪ Programs and Events ▪ Speaker’s Bureau ▪ Campaign Coordination ▪ Candidate Recruitment ▪ Get-Out-The-Vote (GOTV)

Help recruit and encourage potential candidates

▪ State legislature ▪ County/City Council ▪ Neighborhood board

Outgoing Chairs should:

▪ Transfer District materials, records, and equipment to new Chair ▪ Notify vendors as needed of name changes

Supplementary Information: Parliamentary Procedure At A Glance – Appendix A

http://hawaiidemocrats.org/resources/

State of Hawai‘i Political Party Guidance http://ags.hawaii.gov/campaign/nc/nc-guidance/

DPH Constitution and Bylaws Official DPH Platform DPH Resolutions

https://hawaiidemocrats.org/party-documents/

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District Vice-Chair • Perform the duties and functions of the District Chairperson in the absence or sickness of the District Chairperson or in the event the District Chairperson fails or neglects to perform such duties. • The First Vice-Chairperson shall be responsible for assisting the State Secretary in gathering and updating the contact information for their District members.

General Responsibilities: ▪ Coordinate events in the Precinct ▪ Keep up-to-date on the various Precinct activities ▪ Represent the Precinct as authorized ▪ Take extra initiative for a specific project as needed ▪ Fill in for other officers as needed; for example, take minutes in absence of Secretary

Recommended Practices/First Duties after Being Elected (in conjunction with Chair):

▪ Welcome other new officers promptly and personally ▪ Conduct an orientation event or training session for precinct officers as soon as possible. ▪ Obtain records and other relevant materials from previous officers

Outgoing Vice Chair should:

▪ Assist the Chair in the transfer of powers and materials

District Secretary • Keep accurate minutes of all meetings of the District Council. These minutes shall be properly typewritten and entered along with all written reports of officers and committees in a book or file maintained for that purpose and turned over intact to the succeeding Secretary. • Shall keep all records relating to the District and maintain and keep the membership list of the members of the Party for the District on a current basis with addresses and precinct designations.

General Responsibilities: ▪ Maintain rosters of Precinct officers and members. ▪ Distribute meeting notices, agendas, and minutes of the previous meeting ▪ Record minutes of every meeting of the Precinct Club, including reports presented at those meetings

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▪ Record attendance and excused absences of every meeting ▪ Send the District Chair and County Chair notification of any changes to Precinct officers. ▪ Assist in updating contact information, activist codes, and other pertinent information in the membership database ▪ Maintain and provide a permanent record of activities ▪ Maintain event/meeting dates and submit to the state DPH and County calendar ▪ Assist with maintaining the Precincts website and social media ▪ Conduct Precinct correspondence

Recommended Practices/First duties after being elected: • Create a complete roster of Precinct Club officers and submit to state DPH office, the County Chairperson and District Chairperson • Distribute the schedule for the Precinct Clubs meetings • Obtain records and relevant materials from previous Secretary • Create a complete list of members in the district - Active, Associate and who has paid Comms Fee for the year. • Check-in with Precinct Secretaries to ensure Comms Fee assessments have been done and email/ask letter has been sent

Outgoing secretaries should:

▪ Transfer records, both electronic and physical, to new Secretary

District Treasurer • Be responsible for all fundraising activities within the District Council. • Have custody of any moneys and records of funds of the District, which may be deposited in the account of the County Committee to the credit of the District Council. • Be responsible for seeing that all money collected in the name of the District Council is collected by duly authorized and identified persons, that receipts are given to contributors, and that a strict accounting is kept of all funds so collected in compliance with Federal Election Law. • Turn over all moneys and records of funds of the District Council to the successor in office. • Submit a biennial financial report to the County Committee Treasurer by the second Tuesday in April in every even-numbered year. • Submit reports upon request by the Treasurer of the State Central Committee of all contributions and expenditures required to be reported by the Democratic Party of Hawai‘i to any Federal or State agency. • Comply with all State and Federal laws relating to political campaign contributions and expenditures.

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General Responsibilities:

▪ Disburse unit funds only with authority or ratification by the Executive Committee or Chair of the Precinct, according to its Constitution and Bylaws ▪ Work with any Precinct committee that oversees the budget and finances ▪ Be responsible for sending out annual Communications Fee contribution reminders - see Appendix C, sample letter ▪ Assist with Precinct fundraising efforts

Recommended Practices/First duties after being elected:

• Check in with District Treasurer to report any fundraising activities • Work with Secretary to get list of members who have and have not paid Comms Fee – work with precinct Treasureres to develop a plan to solicit Fees from members in the district

Outgoing Treasurers should:

▪ Transfer financial records to new Treasurer ▪ Notify vendors as needed of name changes

Supplementary Information: Campaign Finance Board website: Political Party Unit Handbook http://ags.hawaii.gov/campaign/nc/nc-guidance/

The Executive Committee is empowered to act for the District Council between its regular meetings; and shall have general supervision of the affairs of the District Council, fix the date, hours and place of meetings, make recommendations to the District Council, assure that all financial reports are submitted in a timely manner, and perform such other duties as may be necessary to support DPH and/or County policies and activities. Meetings of the Executive Committee will be at the call of the District Chairperson or by the written request of any two members of the Executive Committee.

If you move from the Precinct in which you were elected to serve as an officer, you should contact the Chair of the District organization and submit your resignation so that a replacement can be appointed to serve. If you have done your job, the new officer should be someone that you have identified as a potential leader for the party. Should you be unable to perform the minimum duties of the Precinct or District Officer, you should do your best to find someone who can, and relinquish your position by submitting a letter of resignation to the County and District Chair.

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County Committees County Officers Job duties for County Officers are outlined in each County’s Constitution. Recommended practices for officers from above would apply. For each County’s Bylaws, rules and/or constitution https://hawaiidemocrats.org/county-committees/

The State Central Committee The State Central Committee is the governing body of the Democratic Party of Hawai‘i when not in convention.

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Members of the State Central Committee are elected by Senate District at the State Convention in even numbered years. The State Central Committee consists of the Party Chair, a National Committeewoman, National Committeeman, one female and one male youth (18-35) representative, one female and one male representative per caucus (the are seven – Education, Environment, Hawaiian Affairs, Kupuna, Labor, LGBT, Women’s), one female and one male elected member from each Senatorial District, one female and one male County Representative from each County, the Immediate Past Party Chair, the four County Chairs, and a representative from the State Senate and House. In total, there are 84 members. Duties of the State Central Committee: · Have general supervision over the affairs of the Party. · Call all State Conventions and make the necessary arrangements therefore. · Call all State Conventions and make the necessary arrangements therefore. It shall adopt standing rules for the State Convention prior to the precinct meetings, subject to confirmation by a majority of the votes cast by Convention delegates. · Allocate and extend such monies as are properly under the control of the · Committee. Such funds shall be deposited at a commercial bank in the name of the Party by the Treasurer. The Committee shall require the Treasurer to be bonded in such amounts to the Committee may appear proper (premium therefore to be paid by the Party), to submit a written report to the State Convention, and to submit such other reports written or otherwise, as the Committee will require. · Adopt written policies and procedures based upon generally accepted accounting and fiscal practices and principles. · Ensure that all fund raising projects undertaken in the name of the Democratic Party of Hawai‘i be conducted according to the accounting policies and practices adopted by the State Central Committee. · Prepare legislation and take such other action as may be necessary to cause the principles set forth in the Party Platform to be enacted into law. · Take all necessary steps to ensure a full slate of Democratic Party candidates for all elective offices within the State of Hawai‘i. · Have authority to charter statewide subsidiary organizations within the Democratic Party of Hawai‘i to further the goals of the Party. Each chartered organization shall submit proposed bylaws or rules and amendments to the State · Central Committee within ninety (90) days of adoption and may from time to time be required to submit a progress report listing its accomplishments for the preceding year. Upon determination that the proposed bylaws, rules or rule changes are consistent with the Constitution and Bylaws of the Democratic Party of Hawai‘i, such bylaws, rules or rule changes shall become effective. The Committee shall reserve the authority to withdraw the charter of any group which shall in the opinion of the

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Committee, fail to abide by the principles of the Democratic Party of Hawai‘i, and as further provided for in the Bylaws of the Democratic Party of Hawai‘i. · Allocate and remit funds from the Party treasury to the Democratic National Committee. · Have power to make rules and regulations not inconsistent with the Constitution and Bylaws of the Democratic Party of Hawai‘i for the governance of itself, its committees and the Democratic Party of Hawai‘i. · Implement the Party's Affirmative Action Plan. · Have such other powers and perform such other duties as may be reasonably implied from the Constitution and Bylaws of the Democratic Party of Hawai‘i or incidental to the carrying out of its functions. · Exercise power from Convention to Convention to make interim changes to the Bylaws of the Democratic Party of Hawai‘i, and the bylaws, rules and regulations of the County Committees, when mandated by the Democratic National Committee for compliance to Rules, Party structure, Delegate selection and Party Charter. · Remove a member of the State Central Committee who has accrued three absences from regular State Central Committee meetings. For National Committeeman and National Committeewoman, removal would occur when six absences accrue. · Candidate Statement Forms are to be kept and distributed in accordance with the Bylaws of the Democratic Party of Hawai‘i, including the formation of a special committee for implementation.

Officers: The duties of the Officers of the State Central Committee shall be those usually pertaining to the office concerned and specifically include any duties imposed as follows: The Party Chairperson shall serve as chairperson of the State Central Committee, and appoint chairpersons of all special and standing committees with the advice and consent of the State Central Committee. Vacancies may be filled on an interim basis until confirmed by the State Central Committee at its next meeting. The Chairperson shall call all regular and special meetings of the Executive and State Central Committee. The Chairperson shall submit an operating budget for the biennium following the initial organization meeting of the State Central Committee. The Chairperson shall serve faithfully on behalf of the Democratic Party of Hawai‘i as an active member of the Democratic National Committee (DNC) and the DNC’s Association of State Democratic Chairs (ASDC), and is encouraged to attend each regular DNC and ASDC meeting.

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The elected Vice-Chairperson shall perform the duties and functions of the Chairperson in the absence of the Chairperson. The Vice-Chairperson shall also perform other duties and functions as assigned by the Chairperson. The elected Vice-Chairperson shall also be charged with the responsibility of monitoring the activities of the standing committees. The elected Vice-Chairperson shall serve faithfully on behalf of the Democratic Party of Hawai‘i as an active member of the Democratic National Committee (DNC) and the DNC’s Association of State Democratic Chairs (ASDC), and is encouraged to attend each regular DNC and ASD meeting

The Secretary shall keep the minutes of all Executive and State Central Committee meetings in a permanent Minutes book. The Secretary shall also have primary responsibility for care and maintenance of the membership lists. The Secretary shall be responsible for seeing that such lists are available for inspection by interested Democrats at all reasonable times. The membership lists, certified as correct to the best of the Secretary’s knowledge and belief, shall be turned over intact to the new Secretary at the end of the old Secretary’s term of office. The Secretary shall also be responsible for issuing membership cards, in such form as may be prescribed by the State Central Committee, to all duly certified members of the Party with the County. The Secretary is responsible for providing annual notification to the Party members in writing, by electronic mail or by posting the notice on the Party's webpage that annual voluntary membership dues are requested. The Assistant Secretary shall assist the Secretary in carrying on the various duties assigned to the Secretary and shall perform the duties, in the absence of the Secretary. The Treasurer shall account for all moneys received by the Party and shall follow standard accounting procedures in recording receipt of moneys and the disbursement of funds. All disbursements shall be by check countersigned by either the Party Chairperson or the elected Vice-Chairperson. All disbursements should be supported by a document or an invoice approved through a prescribed procedure. Other duties and responsibilities include: · Provide a financial statement on its operations at each meeting of the Executive and State Central Committee. · To comply with all tax laws as it applies to the Party as an employer. · To determine and analyze the biennial budget at regular intervals and report its findings to the finance committee. · To serve as an ex-officio member of all special projects where a subsidiary set of records is kept with an appointed Treasurer. These projects upon completion should be incorporated into the general books of the Party and filed as a part of the Treasurer’s general record.

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· To request reports from County, District, and Precinct Treasurers as necessary to comply with any Federal or State laws governing political campaign contributions and expenditures. · To comply with, prepare reports or assist in the preparation of reports required by any Federal or State laws governing political campaign contributions and expenditures. The Assistant Treasurer shall assist the Treasurer in carrying on the various duties assigned to the Treasurer and shall perform the duties, in absence of the Treasurer.

The Caucus and Convention Cycle Precinct Organizing Meetings

• In February or March of every even-numbered year, Precinct Clubs are required to hold a meeting for the purpose of electing officers and selecting delegates to the State Convention. In Presidential years, a Presidential Preference Poll is held to reflect guidance by the grassroots to delegates to the National Convention. These meetings are usually held jointly by several districts in a common location, except in rural sites. • The newly elected Precinct President and the District Counsel Representative are automatic delegates to the County Convention.

County Convention • In early May, precinct officers attend the County Convention to discuss local issues and resolutions and to adopt a county platform. Resolutions adopted at this level are submitted to the State Pre-Convention Resolutions Committee of the State Convention.

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State Convention • In late May, elected and ex officio delegates meet to write a state platform, adopt resolutions and make decisions relating to Party governance. Between the Precinct meetings, the County, and State Conventions, Convention committees meet to plan the conventions and review preliminary platforms, resolutions and rules. • In Presidential election years, delegates will elect Democratic National Committee members and select delegates to the National Convention. National Convention • Every four years, the Committee holds a convention to adopt a platform and nominate a presidential and vice-presidential candidate, and to conduct other party business. • The National Committee hold off-year conferences. The manner and timing of the selection of participants at these off- presidential year meetings has varied in the past and will change from meeting to meeting in the future.

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Best Practices

Organization and Meetings

Winning elections and building a successful DPH requires planning and outlining the action steps necessary to implement the plan. Those steps cannot be limited to the election year. As soon as one election is concluded, preparing for the next election begins. It’s time to get organized and get moving!

DEVELOPING A PLAN Gather the District Officers and other interested people together to make a list of what the unit is striving to achieve. Some goals of a DPH District are to:

● Influence voters year-round ● Raise funds to build the party organization and assist candidates ● Offer issues-based programs to voters in the district ● Recruit well-qualified candidates ● Expand participation in district activities ● Host social events and activities to build party unity and attract new people ● Update and maintain Voter File and member data ● Increase turn-out at Caucuses ● Recruit election monitors/poll watchers ● Raise DPH visibility in the district ● Have a strong presence in local parades and community events ● Register new voters ● Encourage early voting ● Establish more sign waving locations

The next step is to break down each goal into specific tasks, budget, timeline, etc. Form committees to manage overall projects and assign specific tasks and timelines to each committee member. Keep tabs on progress and require committees to provide regular reports. An overall plan, with a detailed timeline, is the basis for developing a district budget and fundraising strategy. When donors know what specific activities are planned and what they will cost, they are more likely to provide support.

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TIPS FOR CONDUCTING EFFECTIVE MEETINGS The basics:

● Establish a schedule and location for regular meetings that people can easily remember, (for example: Second Tuesdays, 6pm, at the Community Center, Room 1). ● Send official notices by email, postcard, or both, for every meeting, at least 10 days in advance to a broad group of strong Democrats (reminding them all are welcome!). Include an agenda, guest speakers, and other upcoming activities - as well as where the after-meeting get-together will be (see below).

Make it fun:

● Invite special guest speakers from DPH, the community, local colleges, allied organizations, non-profits, elected officials, labor leaders, etc., and promote the topic in advance. For example, give them 10-15 at the start of the meeting to speak and answer questions. ● Give every attendee 1-2 minutes to introduce themselves and respond to a “question of the day.” For example: “What makes you a Hawai‘i Dem?” or “How long have you lived in this district?” or “What’s your favorite local food?” ● Plan a regular after-meeting get-together at a local restaurant or popular spot. Include an invitation in the meeting notice for everyone to attend, even if they can’t make the meeting itself. This is where friendships are made, volunteers are recruited, ideas shared and politics can be enthusiastically discussed.

Keep it short:

● Hold the work and “mechanics” to an hour or less. Encourage reports from officers and committees to be brief and to the point. For example, there is no need for the Treasurer to read through the budget report if it is printed and available to attendees. ● On the agenda, include minutes allowed for each item. If the body wishes to increase or decrease the time for any item, that can be easily decided when the agenda is up for approval. ● Manage discussion time on issues. A good practice is ask for a motion, get a second, and open it up for discussion, alternating 3 pro and 3 con - 1 minute each. Then take a vote. If more discussion is desired before the motion is considered, take a vote on that, as well, before continuing. ● Brainstorming on a project can be a good use of meeting time, but manage the time spent and consult the body for guidelines on how to proceed and determine next steps. ● Be diligent in holding guest speakers to their allotted time. ● Take some discussions off-line - outside meeting time - if someone desires deeper discussion of a matter that does not have to involve the entire body.

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Involve attendees:

● Officers should not dominate the discussion. Take steps to encourage others to offer their opinions and suggestions. Ask them what they think. People will not continue coming if they feel they can’t contribute anything. ● Be open to questions, because they often lead to better ways of doing things. Discourage the saying: “because that’s how we’ve always done it.” Nothing turns new people off quicker than resistance to change and new ideas.

Know the rules:

● Parliamentary procedure (Robert’s Rules) are useful to ensure equal time for opposing views and fair consideration of any issue. Some meetings can proceed more informally without problems, but the Chair should be prepared to invoke parliamentary procedure when necessary. A brief summary can be found in Section 8 of this manual. ● The DPH has adopted rules for all meetings. Any questions regarding Rules and parliamentary procedures can be directed to our State Party Parliamentaran Dr. William Puette.

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ORGANIZING VOLUNTEERS Some basic principles of leadership:

● Talking face-to-face is more effective than any other form of communication. ● Effective leadership depends on group decisions and reinforcement. ● People have reasons for what they do, or fail to do. These reasons must be understood before it’s possible to lead effectively. ● Personal interest makes a big difference to people. They like logic and efficiency, too, but their loyalty goes to leaders who understand their needs, problems and accomplishments. ● Effective groups don’t just grow and persist, they must be carefully built and maintained. Good group work requires organization: keeping records; making clear assignments; holding regular meetings; and periodically reviewing the results.

Recruiting How to get people to do a job:

● Ask them. Don’t wait for someone to volunteer. People want to be noticed and appreciated, even if it’s just for showing up. ● People will respond to a friend, neighbor, co-worker, or a person with standing in the community (such as an elected official). but, it’s the act of asking that is important. ● Once recruited, a volunteer should be welcomed by the leader of the group. This effectively seals the deal: first being asked by someone they know and respect and, second, being welcomed by the person in charge of the activity.

Making Assignments Where to start:

● Let each person know his or her help is needed. If a person hears the group is just “looking for people”, the message is that they are easily replaceable and not responsible for doing a job well. ● Explain to each person how his or her job fits with the goal of the DPH. People want to understand things they are part of and they work best when they know others are depending on them. ● Clarify the task and that it has a definite beginning and end. People are often reluctant to sign up for an open-ended assignment, fearing they might over-commit. ● Assign people to jobs they can do well at the outset. They will be more willing to take on things they are confident in doing. Later, when they are established in the group, they might be more willing to try new things. ● Encourage questions, allowing time for a discussion, before work begins. ● Be enthusiastic about the importance of the work, rather than apologize or belittle the task. Conveying a positive attitude to the group keeps people motivated.

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COMMUNITY RELATIONS/AFFIRMATIVE ACTION The current political climate offers an enormous opportunity for districts to expand their ranks, recruit new activists and energize voters. Students in college and high school, immigrant communities, displaced workers, people with disabilities, issues advocates, LGBTQ activists, and more, are seeking ways to make their voices heard. Protests, rallies, town halls (with or without a key officeholder), forums, etc., are springing up from the grassroots. District that are not connecting with people at these events, and at other places where under-represented groups are coming together, are missing the chance to tap into that energy for party-building and upcoming campaigns. Go where they are. Expecting people to find their way to DPH on their own is expecting a lot. Emailing a meeting notice or posting an ad on Facebook about a pot-luck is good for informing people already active in the district, but it won’t usually attract many newcomers. To overcome this, demonstrate interest in meeting new potential Democrats - on their territory where they are more comfortable. Whether it’s an Indivisible meeting or a community celebration or a campus rally or a concert by local musicians, representatives of the district should attend (more than once!) and introduce themselves around. Cultural sensitivity. Respectful outreach to people of different ethnicities, cultures, races, religions, etc., requires being well-informed of which words and actions would be welcomed and which would be inappropriate. When in doubt, and there is no one nearby who can provide insight, contact the DPH Community Relations Committee/Affirmative Action Committee for guidance. Listen. After introductions, talk less and listen more. Politely ask what people care about, what they are worried about, what kind of change they want to see or what kind of help they need - but, don’t ask a battery of questions as though it’s a survey. Show genuine interest in learning what’s important to them. Answer questions. Represent the district and its activities - but only if people really want to know. Not everyone loves to talk politics, but they might still want reasons to support DPH at the polls. Keep answers brief. Once again, this is the time for more listening and less talking. Offer to help. If they have identified a need, see what help the local party can offer. It is vital that an offer to help is sincere and will be followed up. Don’t drop the ball. Whether it’s publicizing their event, loaning some tables and chairs, or recruiting volunteers to help clean up a vacant lot, make sure it happens as promised. The result can be a trusted, mutually-beneficial relationship. Make friends. Learn people’s names and faces - and don’t limit contact to the leaders of the group. Make an effort to meet as many as you can, even if it’s only with a friendly smile and a simple hello. The process to build friendships takes time and success will only come with sustained effort to connect.

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Welcome them. New people may be interested in attending a District and State Central Committee meeting, an issues forum, a campaign rally, a community service activity or a social gathering, but it may be hard for them to imagine walking in alone. In meeting notices, event postings or personal invitations, encourage people to bring a friend. Always position greeters at the door and in other strategic locations whose main purpose is to welcome people and introduce them to others. Ask for help. It is much easier to ask a friend for help than a total stranger and, at the same time, it is easier for a new person to say yes to someone they know. If the effort to build relationships with new people is based on mutual understanding and openness, it will soon become possible to ask for their help in political activities, and get a yes. Pairing newcomers with more experienced volunteers is always best. And taking a moment to explain how the task fits into the overall plan can make stuffing envelopes, entering data into the Voter File or collating caucus materials feel important. Remember that help comes in all forms, so be open to what is offered, show respect and express gratitude.

Community Organizing inside the District/Precinct Identify someone to be the Community Relations/Affirmative Action person for your District or Precinct. This person ensures all constituents are treated equally, based on DPH principles of inclusion. The Partyʻs Community Relations person leads the local unit’s efforts toward inclusive political participation, and strives to achieve diversity in perspective and representation. The Community Relations person is responsible for the development and implementation of the districtʻs community relation’s plan, designed to establish relationships with groups or individuals residing within the dstricts boundaries, who may be underrepresented or not yet active in the Party. General Responsibilities ▪ Draft, implement, report on, and recommend any necessary amendments to the outreach and inclusion plan ▪ Monitor compliance with the Party’s policies relating to outreach and inclusion, and recommend a remedy for any noncompliance ▪ Ensure the Affirmative Action, statement or reminder, as appropriate, is read before any election; meeting or event dates do not conflict with religious or community observances; and food served at events does not conflict with religious or cultural preferences and restrictions

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Accommodations at meetings and events: ▪ Ensure that meetings, events, and Precinct Caucuses are held in handicap accessible locations with adequate numbers of handicap parking spaces ▪ Arrange for interpreters as needed ▪ Ensure that documents are made available in all relevant languages

Outreach to underrepresented communities: ▪ Attend various community meetings and events to connect with people and discover what issues and interests have brought them together ▪ Listen to understand the issues that are most important to them ▪ Establish relationships and provide information on how the Party can help them achieve their goals ▪ Educate and recruit individuals who may want to become involved in the Party and inform them about voter registration, Caucuses, Conventions, campaigns, and other meetings, events and activities

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FUNDRAISING AND BUDGET Every successful organization realistically estimates its financial needs in advance and builds a plan for raising necessary funds. In the DPH, Party units should draft a plan for the two-year cycle, prepare a corresponding budget and strategy for fundraising, and start early - well before the campaign season begins.

The Budget The first step is to create a plan for building an organization that is well-prepared for the upcoming events and campaign season. A good question to ask, whenever considering what the district will do is: “How will this help us win?” If the answer isn’t a clear positive, rethink the plan, add some new activities, and replace “We’ve always done it this way,” with “What can we do differently?” With a plan in place, it’s time to create a budget – not based on what funds are in the bank at the moment, but based on what is actually needed to work the plan effectively. District Fundraising A local unit must actively engage in fundraising, so it can effectively organize and communicate with the voters. It is important to “sell the vision” when asking for donations. Donors will give to the party unit when they know how the funds will be used and have confidence in the people running the organization. When planning any fundraising activity, the unit Treasurer should contact the Campaign Finance Board in advance to be certain what rules or limitations may apply and how to report funds received. This step will protect the party unit from compliance errors that could result in fines and bad publicity. Here are some tips for fundraising: Events. The best strategy for local unit fundraising events is to keep the cost to a minimum and the fun at the maximum. Attracting new people to an event is usually easier if it is held in a public location rather at a private home: hold the annual barbecue in a park or a pizza party/game night at a popular restaurant - and there is the added benefit of high visibility in the community. To keep the expenses low for the barbecue, the unit treasury can cover costs for the main dish (hot dogs, hamburgers, chicken, etc.) and park shelter rental, while volunteers donate beverages, side dishes and desserts. For the pizza party, the unit can buy the pizzas, while guests buy their own beverages. The suggested donation should at least double the cost per person. Units should experiment with different types of events during the year to see what works: an elegant house party for reliable donors; a banquet with silent auction, featuring a guest speaker; screening a topical film at an outdoor location; or holding a garage sale. Mix new events with tried-and-true annual events to attract new supporters and keep things interesting for everyone involved.

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Phone Bank. Local units may set up a virtual phone bank via the Voter File. Be prepared to accept credit card donations (using a laptop with access to the unit website’s payment page makes it easy), or send follow-up reminder letters that include a return envelope for donors who prefer to not give their credit card information over the phone. Email. A solicitation of donations by email is less expensive than direct mail and can reach a wider audience. It takes just a little time to set up and schedule an email blast with the DPH Voter File Manager, with a direct link to the party unit website’s contribution page. Think about ways to make this email stand out from others people may be receiving from Democratic organizations. Promote activities and initiatives in the district that would interest potential contributors and spur them to click on the link and donate!

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Action Network and Voter File Action Network is the primary database that DPH uses for member-to-member contact and organizing. Voter File/Votebuilder/VAN (Voter Activation Network) are all names for the DPH’s Voter File. The DPH, in partnership with the DNC, maintains an online database of all the registered and potential voters in Hawai‘i. This system is updated 12-15 times each year with new voters and vote history from the Office of Elections and enhanced with data from our vendors (new addresses, phone numbers, and consumer information). Campaign tool. The DPH Voter File is the primary resource for DPH, local party units, and DPH campaigns for all voter contact activities (phone calls, door-knocking, mailings, direct communications, etc.). The Voter File also has a feature called My Campaign which is designed to efficiently manage volunteers and volunteer activities. Sharing info. As a true grassroots system, the Voter File enables DPH party units and campaigns to benefit from each other. If one campaign or party unit finds a bad phone number and marks it in the database, no one else will waste time calling a bad phone number. If one campaign or party unit collects new contact information to more efficiently contact a voter all other campaigns and party units benefit from that information. Additionally, when party units and political campaigns identify a new voter as a Democrat or Republican all other committees benefit from that information. With the Voter File, all campaigns can work together by sharing their voter ID’s to better target their valuable resources. Access. To gain access to this resource, the County or District Chair must request user accounts by submitting the first name, last name, and email address via email to Laura@hawaiidemocrats.org

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Prescription for a Healthy District The points listed here are a brief outline of the goals, tasks and activities displayed by strong, active District. This prescription can be used to ‘jump-start’ a local district to achieve new levels of success.

ORGANIZATIONAL STRUCTURE AND MEETINGS ▪ Meet regularly in non-election years (at least 6-10 times) and monthly during election years. ▪ Have 10 or more people attending every meeting. ▪ Invite guest speakers and plan engaging activities at meetings to attract more attendees. ▪ Plan social get-togethers for area Democrats in public venues to attract newcomers who want to meet like-minded people. ▪ Attend meetings and events where under-represented people gather and learn what their concerns and motivations are. ▪ Conduct voter registration actions at local venues and seek out politically-minded individuals for volunteering.

FUNDRAISING AND BUDGET ▪ Draft an annual budget: set goals for the year and make a plan for how to raise needed funds. People are often more willing to donate when they know how the money will be put to use. ▪ Plan a new fund-raising event each year and try new ways to invite and attract new people. ▪ Ask for donations at every meeting and gathering to cover costs and more, by offering a reminder that their contributions are the only means for funding party activities.

COMMUNICATION ▪ Recruit tech-savvy volunteers (a great leadership opportunity for high school and college students) to manage the unit website and social media. ▪ Understand the value of a website as a communication and organizing tool. ▪ Actively push information to voters using all available media: State website, Facebook page, letters-to-the-editor, local newspaper columns, printed materials and email. ▪ Make news by holding candidate forums and issues discussions, and posting the details in real-time on Facebook and Twitter. ▪ Utilize the political news of the day distributed by the state DPH Communications team for website and social media postings. ▪ Have an active letter-writing that collaborates on sending letters to local and statewide publications pro-actively or in response to letters written by political opponents.

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CAMPAIGNS AND ELECTIONS ▪ Recruit and support Democratic candidates for local offices (partisan and nonpartisan) - commissions, school board, city council, etc. – to build a ‘farm team’ of candidates for higher office. ▪ Understand the value of canvassing (by phone and door knocking) to identify the political leanings of voters listed in the VAN as “no data/unknown” to streamline subsequent campaign efforts and reach all those prone to vote for DPH candidates. ▪ Build and regularly update a contact list of area volunteers and ask for their help in recruiting others. ▪ Conduct voter registration drives in apartments, senior housing, high schools, colleges, and during public events to engage with new voters and promote the importance of political action.

VAN / VOTEBUILDER (VOTER FILE) ▪ Conduct regular phone banks and door knocks to reach voters and identify supporters and new members throughout the two-year election cycle. ▪ Provide volunteers to other districts needing help with their canvassing efforts. ▪ Understand the great value the VAN provides to local, legislative, statewide and national campaigns for reaching supporters, potential volunteers and likely Democratic voters. ▪ Emphasize the need for officers and activists to acquire skills in using the VAN. ▪ Educate candidates on the need to better target their voter contact efforts by using the VAN to easily find likely supporters and adding new information as it is gathered.

ACTION NETWORK

· Conduct regular phonebanks/doorknocks of members in your district and make sure data is up-to-date

· Be familiar with how to use Action Network to communicate and organize members

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TRAINING ▪ Train activists in techniques for canvassing by phone and at the doors. ▪ Ensure that officers and activists are well-versed in party rules (found in the DPH Constitution & Bylaws) and in Campaign Finance regulations. ▪ Train all Precinct Caucus conveners thoroughly, walking through all the materials they will use to conduct their Caucus and report its results. ▪ Offer orientation sessions for new Caucus attendees. ▪ Provide training for volunteers doing VAN data entry following Precinct Caucuses. ▪ Train volunteers in procedures used at Caucus and Conventions for credentials, resolutions, etc.

GENERAL ▪ Take action to improve performance year to year, looking for ways to do things better or trying something entirely new. ▪ Set concrete goals and deadlines for volunteer recruitment, money raised, website visits, Facebook ‘likes,’ etc., celebrate success and then raise the bar higher! ▪ Encourage leadership by rotating responsibilities among the officers and other volunteers to keep everyone engaged, energized and ready to tackle new challenges and opportunities.

TABLE OF COMMON PARLIAMENTARY MOTIONS

MOTION PURPOSE REQUIRES SECOND

DEBATE AMEND VOTED REQUIRED

5 PRIVILEGED MOTIONS* (Procedural) 13. Fix the time to which to adjourn12. Adjourn11. Recess10. Raise a question of privilege

9. Call for the Orders of the Day

To continue the current meeting on another day. To end the meeting To create a short intermission in the meeting. To make a special request during debate To bring the meeting back to the agenda or program

Yes Yes Yes No No

No No No No No

Yes No Yes No

Majority Majority Majority Chair none

7 SUBSIDIARY MOTIONS* 8. Lay on the table7. Move the previous question6. Limit or extend limits of debate5b Postpone and make a special order5. Postpone to a certain time4. Refer to committee3b. Amend an amendment3. Amend or substitute2. Postpone indefinitely

To postpone temporarily To cease debate and vote immediately To modify freedom of debate To create a special order To create a general order To modify a motion To modify an amendment To modify a motion To suppress action (kill the motion)

Yes Yes Yes Yes Yes Yes Yes Yes Yes

No No

No Yes Yes Yes Yes Yes Yes

No No Yes Yes Yes Yes No Yes No

Majority 2/3 2/3 2/3 Majority Majority Majority Majority Majority

PRINCIPAL MOTIONS 1a. Main Motions and/or Resolutions 1b Bring Back motions:

- Reconsider- Discharge a Committee-Rescind-Take from the table

To introduce business

To undo a vote taken earlier (same meeting) To take back a motion referred earlier To undo a motion adopted (earlier meeting) To resume consideration of motion tabled same day

Yes

Yes Yes Yes Yes

Yes

Yes Yes Yes No

Yes

No Yes Yes No

Majority

Majority Maj. w/notice; 2/3 Maj. w/notice; 2/3

Majority

INCIDENTAL MOTIONS (Procedural) Point of order Appeal decision of the chair Suspend the rules* Object to consideration of a question* Withdraw or revise a motion* Divide a motion* Call for a division of the assembly

To correct a parliamentary error To correct or reverse chair’s ruling To do something by setting aside a procedural rule To prevent discussion of a main motion To allow the maker to remove or change a motion To vote separately on different parts of a motion To verify an unclear voice vote by a rising vote

No Yes Yes No No Yes No

No Yes No No No No No

No No No No No Yes No

Chair Majority

2/3 2/3

Majority Majority

None

REQUESTS & INQUIRIES Parliamentary Inquiry Request for Information

To ask the Chair a parliamentary proc. question To REQUEST information pertaining to the issue on the floor, NOT TO GIVE information; NOT TO ARGUE or DEBATE.

No No

No No

No No

None None

Wm. Puette, Ph.D., Professional Registered Parliamentarian, Honolulu, HI (based on Robert’s Rules of Order Newly Revised, 11th ed.)

* When moved as “secondary motions” (while another main motion is pending). They are treated differently if moved when there is no other motion pending.

Appendix A: Parliamentary Procedure "At-a-Glance"

According to RONR and the earliest traditions of parliamentary procedure, speakers must follow rules of decorum [maluhia] to preserve the peace and civility of the meeting. It is all too easy for debate [ho‘opāpā] to evoke passionate responses that degenerate into insults [‘ōlelo hō‘ino]. History has taught that insults, name-calling and cursing are incompatible with reasoned debate. For this reason it is particularly important that members speak only to/through the Chair, and avoid using each others’ names at all. Only respectful de-bate has any chance of being persuasive.

To help avoid anger, rage, and unproductive deliberation, the Chair should enforce the following rules of decorum described in RONR (11th ed.), pp. 391-94:

■ Address all remarks through the Chair. ■ Avoid the use of members’ names. ■ Speak only to the merits of the pending question. ■ Do not attack another member or their motives. ■ Do not speak adversely on a prior action (motion)

not pending. ■ Do not disturb the assembly. ■ Be seated during an interruption by the Chair.

Nā Lula Hālāwai 31

Na Rula, House of Nobles of the Hawaiian Kingdom (1854, 2nd Printing), Rule 26.

Inā makemake kekahi e ʻōlelo, e kū nō ia i luna a e hoʻokūpono i kāna ʻōlelo i ka Pelekikena a e kamaʻilio kūpono ʻo ia ma ka mea e hoʻopāpā ‘ia ana, ʻaʻole ho‘i ʻōlelo kūamuamu no ko kekahi kanaka ponoʻī, a pau kāna ʻōlelo, e noho ia i lalo.

When any member is about to speak, he shall rise from his seat and respectfully address himself to “Mr. President,” and shall confine himself to the question under debate, and avoid personality. As soon as he has done speaking, he shall sit down.

Appendix B -Sample Precinct Letter

Dear Fellow Democrats,

We would like to take this opportunity to introduce ourselves. We are your new Democratic Party precinct officials – Jane Doe, Chair, and Anne Doe, Vice Chair. We are taking over from Jim Doe and John Doe, who served this area for many years. We look forward to carrying on and expanding on the great job they did.

Our precinct, 26-03, goes from Ward Avenue to Victoria Street, and from Lunalilo Street to Thurston Avenue. We are part of the 26th House District, and our polling place is Stevenson School. As precinct officials, our job is to help Democrats in this area elect people they believe in. We both have seen the power of grass roots politics, and we know that people who care about change can organize to make a difference.

The Hawaii Precinct Caucuses are March 21st. On the back of this letter is contact

information for all the presidential candidates. If you would like to volunteer, we hope you will call to get involved. We also need Poll Workers and Watchers on Primary day, so if you'd like to help with that effort, please call. People so often feel that one individual doesn't make a difference, but that is not true. Just imagine how different the world would be today if, four years ago, Florida had well-trained Democrats at every polling place ready to help all those voters who were having trouble!

Please let us know if you need any information about election matters. We would be delighted

to help you with: • Voter Registration; • Absentee ballots; • Candidates' headquarters addresses and contacts; • Volunteering in a political campaign, contributing or getting a yard sign; • Getting a ride to the polls on Election Day.

(insert closing)

Sincerely,

Jane Doe Phone: Anne Doe 808-596-2980 Phone: 808-596-2980 E-mail: janedoe@aol.com E-mail: annedoe@verizon.net

AppendixC:SampleCommsFeeletter

Please renew your dedication to the Democratic Party of

Hawaii, with a $25 donation today! Aloha - Last month in Atlanta, I had the privilege of taking part in the Winter Meeting of the Democratic National Committee. We elected new leaders to guide our party at the national level and help Democrats take back State Houses, Congress, and the White House. Tom Perez and Keith Ellison both understand the importance of funding a 50-state strategy, but also recognize that locally the states must do some heavy lifting as well.

Per our Party bylaws (Article I, Section 4), “The Party shall request payment of the annual (voluntary) communications fee of twenty-five dollars ($25.00) and conduct fundraising appeals regularly.” We have not done this in the form of a letter to our membership in over a decade.

That fact, along with the Trump administration’s efforts to tear apart the social safety net on a daily basis, makes this letter is all the more important.

As we have focused our efforts on grassroots engagement and involvement, we have seen a willingness of our party members to make possible some amazing things. With your support, over the past ten months we have increased our outreach efforts, expanded our Party headquarters, hired a new executive director and improved technology, including the addition of the neighbor island video-conferencing system. And there is more to come. Because to win in 2018, we need to do a whole lot more than resist the regressive policies of 45. We have to organize and mobilize. To do so, we must communicate our values, stand up and fight for issues that people in Hawaii care about — and provide the training necessary to ensure that more people are motivated to show up at the polls on election day to vote! To increase the effectiveness of the Democratic Party of Hawaii, we’re committed to putting more of our resources — and allocating more of your contributions — to local Democratic candidates at the community, county, and statewide levels of government.

AppendixC:SampleCommsFeeletter

Your support for the Democratic Party of Hawai‘i will:

• Mobilize Democratic constituencies by improving communications, continuing a 51-district strategy and sharing our Democratic values on issues affecting working people such as immigration reform, health care for all, a woman’s right to choose, civil rights, environmental safeguards, and climate change.

• Build our party infrastructure to recruit good candidates, increase

grassroots field operations, shape our messages, and provide Democratic candidates with more and better resources they need to win.

• Register Democratic voters across Hawaii and increase our GOTV operations to get our voters to the polls and elect Democrats at every level.

Not only does your donation help pay for communications and (literally) keep the lights on, it is also an investment in providing field organizers and outreach centers in each of the counties, and helping our brothers and sisters in battleground and swing states across the nation.

You can help turn the tide in 2018. Please continue doing your part in moving our party forward. Mahalo for your support! Tim Vandeveer Chair, Democratic Party of Hawai‘i