General Description of the Caucus

• The Staunton Democratic Committee (SDC) will hold an in-person unassembled caucus with a virtual option on Monday, April 22, 2024, from 7:30 PM to 9:30 PM at the SDC Headquarters at 240 N Central Ave. Suite 1, Staunton Va, 24401, for the purpose of:

  • Electing 6 delegates and 1 alternate to:

    • Attend the VA-6 District Convention at on Saturday, May 18, 2024, 11 a.m., at Rockbridge County High School, 143 Greenhouse Road, Lexington, VA 24450 and

    • Attend the Virginia Democratic State Convention on Saturday, June 22, 2024, 10:00 a.m., at the Greater Richmond Convention Center, Grand Ballroom, 403 North Third Street, Richmond, Virginia 23219

General Rules

• For the purposes of these Caucus Rules, “SDC Committee” or “Committee” shall refer to the “Staunton Democratic Committee”.

• Every Democrat who is a registered voter in the City of Staunton is urged to attend and participate. Each participant must sign a written declaration that he or she:

  • Is a Democrat and not a member of any other political party; 

  • Does not intend to support any candidate who is opposed to a Democratic nominee in this General Election; 

  • Has not participated in and will not participate in the nominating process of any other party for the positions listed above; and

  • Is registered to vote in the City of Staunton.

• The current Committee Chair shall serve as the Chair of the Caucus and oversee the entire process and delegate responsibilities as they see fit.  

• The official clock shall be kept by the Chair.

• The Caucus will be canceled if there are 7 or fewer delegate candidates at the pre-filing deadline on April 15, 2024 at 5:00 PM.  In this event, the 7 or fewer delegate candidates will be declared winners by acclamation.

• The SDC will endeavor to provide an observer to all voter interactions with a primary caucus official in order to double check all information.

• NGP Votebuilder may be used, if needed, to confirm qualifying addresses and other information.

• These Caucus Rules will be available to any participant to peruse upon request.

• The voting will end promptly at 9:30 PM except for those voters in line in person or those who are still connected to the Google Meet session online with the SDC headquarters.

• Ballot methods:

  • Ballot methods will include a paper form for in person participants and a Google Form for Google Meet online participants.  Both ballot methods will include required and optional elements:

    • Required

      • Name

      • Address

      • Phone

      • Email address

      • Pledge

    • Optional

      • Checkbox opportunity to apply for SDC Membership.

      • Checkbox opportunity to join the SDC email list.

  • In Person paper method - the paper ballot shall have the required and optional elements and the names of the delegate candidates in the order that they applied for candidacy. 

  • Google Form method - Google form via email where responses are automatically recorded in a spreadsheet (including a time stamp and name for auditing purposes) and with the press of a button the form can be turned off at a specified time.  The Google Form ballot shall have the required and optional elements and the names of the delegate candidates in the order that they applied for candidacy.

  • If there are technological challenges to voting via the above methods:

    • Voice voting - 2 or more caucus officials can confirm a verbal (via phone - preferably recorded if allowed by the participant) vote from an individual that cannot otherwise vote. 

Caucus Call to Order

• The Caucus will be called to order by the Chair at 7:30 PM on April 22, 2024 and the SDC Headquarters doors will open and the Google Meet session will start admitting participants.

• The Chair shall appoint a Secretary of the Caucus.

   

Participant Check In

• In Person Check In:

  • When a person arrives at the SDC Headquarters they will be given a ballot to the participant so they can fill out the required information including Name, Address, Phone, email and sign the pledge.

  • The participant will have the opportunity to ask questions about the caucus process.  The Caucus officials will provide answers to the best of their ability and may consult with the Caucus Chair if needed.

  • The participant may also be given the opportunity to optionally join the SDC or sign up for the SDC email list.

  • All information on the form will be double checked for legibility and completeness by the Caucus Official and secondary observer.  

  • The participant may then vote and is encouraged to take a cell phone photo of the completed ballot for their records.  If the participant does not have a cell phone then a paper copy can be made by the Caucus Official.

  • After completing the ballot process, the participant may leave.

• Virtual Check In:

  • When a person is admitted to the Google Meet session from the pre-published link:

    • The participant will be asked if they are resident of and a registered voter in Staunton.  

    • The Caucus Official will obtain their name, email address and phone number in case of a technology breakdown during the voting process

    • The participant will have the opportunity to ask questions about the caucus process.  The Caucus officials will provide answers to the best of their ability and may consult with the Caucus Chair if needed.

    • The participant may also be given the opportunity to optionally join the SDC or sign up for the SDC email list.

    • A link to a google Form ballot will be sent to the email address

    • The participant is encouraged to stay connected to the Google Meet session while voting so we can confirm that we received the vote.

    • The Caucus Official will monitor the spreadsheet for the vote and confirm with the participant that we received the vote.

    • The participant may then leave the Google Meet session.

Adjournment and Vote Tallying

• The Caucus will close promptly at 9:30 PM on April 22, 2024

• Two or more Caucus Officials will tally and double check the paper and virtual votes then the Chair shall announce the winners of the contested elections.  In the case of a tie, the election will be resolved with a virtual coin flip.

• The results of the caucus will be emailed to the CD6 Chair and the DPVA.

• Copies of the paper ballots will be scanned into the SDC Google Workspace and all records stored safely.