Fillable Thurston County Local Voters Pamphlet Administrative Rules for (Thurston County, WA)

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Thurston County Local Voters Pamphlet Administrative Rules for (Thurston County, WA)

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November 12, 2019
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Thurston County
Local Voters’ Pamphlet
Administrative Rules
for Jurisdictions
Thurston County Elections
2000 Lakeridge Dr SW
Olympia, WA 98502
360.786.5408
pamphlet@co.thurston.wa.us
ThurstonVotes.org
November 12, 2019
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Table of contents
Purpose ……………………………………………………………………………………3
Notice of Intent to Publish a Local Voters’ Pamphlet …………………………………3
Inclusion in the Local Voters’ Pamphlet ………………………………………………..3
Costs Associated with the Local Voters’ Pamphlet ……………………………………3
Financial Hardship ………………………………………………………………………..4
Content …………………………………………………………………………………….4
Submittal Process for Resolutions ……………………………………………………...5
General Provisions Applicable to All Statements ……………………………………...5-6
Ballot Titles for Local Measures ………………………………………………………...7
Ballot Title Appeal ………………………………………………………………………...7
Explanatory Statement for Local Measure ……………………………………………..7-8
Jurisdictions Shall Appoint Committees “For” and “Against”
a Local Measure ….……………………………………………………………………….8
Committee Appointments by the Auditor ……………………………………………….8-9
“For” and “Against” Statements ………………………………………………………….9-11
Content Rejection and Appeal Process…......................................………………….11-12
Emergency Procedures…………………………………………………………………..12
Statement Deadlines ……………………………………………………………...13
Statements at a Glance ………………………………………………………………….14
Resolution Submittal Sheet ……………………………………………………………..15
“For” and “Against” Committee Submittal Sheet ……………………………………...16
November 12, 2019
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Purpose
To establish uniform requirements and procedures for local jurisdictions within Thurston
County included in the local voters’ pamphlet for Primary, General, and Special
Elections.
Notice of Intent to Publish a Local Voters’ Pamphlet (RCW 29A.32.220)
Local Jurisdictions shall provide the Auditor’s Office with a list of all offices up
for election by March 1 of each year in accordance with WAC 434-215-005.
It is the intent of the Auditor’s Office to publish a local voters’ pamphlet for every
election. Thurston County shall notify all jurisdictions within the county of its intent to
publish a local voters’ pamphlet for a primary or general election at least 90 calendar
days before the publication of the local voters’ pamphlet. Notification will be made via
email or standard mail to the jurisdiction’s contact person on file with the Elections
Division of the Auditor’s Office.
Inclusion in the Local Voters’ Pamphlet (RCW 29A.32.220)
All jurisdictions with a race or measure on the ballot in a primary or general election in
which a local voters’ pamphlet is produced will participate in the local voters’ pamphlet.
Local jurisdictions shall include information on all jurisdictional ballot measures
scheduled to appear on the ballot.
If a jurisdiction requests a special election local voters’ pamphlet, they must include on
the resolution cover sheet their request for the Auditor’s Office to produce a local voters’
pamphlet. If a local voters’ pamphlet is requested, the established deadlines must be
followed. It is beneficial for the jurisdiction to notify the Auditor’s Office before the
resolution deadline of its intent to request a local voters’ pamphlet.
Costs Associated with the Local Voters’ Pamphlet
(RCW 29A.04.410, RCW 29A.32.270)
The cost of preparing a local voters’ pamphlet is billed to local jurisdictions included in
the pamphlet. It is prorated and charged in the same manner as other election costs.
Each jurisdiction is responsible for paying its proportionate share of costs.
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Financial Hardship (RCW 29A.32.220)
The Thurston County Board of County Commissioners (BOCC) has the authority to
waive financial responsibility of any jurisdiction where participation in the local voters’
pamphlet would create undue financial hardship. A petition from a jurisdiction must be
submitted to the BOCC and County Auditor no later than 60 days before the publication
of the local voters’ pamphlet.
A jurisdiction receiving a waiver for local voters’ pamphlet costs will continue to be
responsible for their remaining portion of the election cost.
Content (RCW 29A.32.241, WAC 434-230-015)
The local voters’ pamphlet shall include at a minimum:
1. A cover page containing the words “Official Local Voters’ Pamphlet,” “Thurston
County,” and the date of the Primary or Election.
2. A list of jurisdictions that have measures or candidates in the pamphlet. This
may be in the form of a table of contents or index.
3. Information on how a person may register to vote and obtain a ballot.
4. The text of each measure and an explanatory statement prepared by the
Prosecuting Attorney for any county measure or by the jurisdiction’s attorney
submitting the measure for any non-county measure.
5. Arguments for and against each measure if submitted by committees.
6. Statements and photos submitted by Thurston County candidates with races on
the ballot.
7. Publication of the pamphlet is defined as the date on which the County Auditor
signs the final pamphlet proof and sends it to the printer.
8. For partisan primary and general elections, refer to notices specified in WAC
434-230-015.
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Submittal Process for Resolutions (RCW 29A.04.330)
Resolutions calling for an election by a jurisdiction shall be submitted on or before the
resolution deadline established by state law. Resolutions calling for a special election in
February or April must be submitted at least 60 calendar days prior to the election date.
The resolution cover sheet must also include a request to produce a pamphlet.
Resolutions calling for an election in conjunction with the Primary or General election
must be submitted by the established deadlines for each election. See page
13
for
resolution deadlines.
How to submit a resolution
To place a measure on the ballot, a resolution must be submitted to the Elections
Division by the deadline.
Thurston County Auditor
Elections Division
2000 Lakeridge Dr SW
Olympia, WA 98502
Fax: (360) 786-5223
elections@co.thurston.wa.us
A
Resolution Cover Sheet
is mandatory and must accompany each resolution. This
cover sheet contains important contact information required by the Elections Division.
See page
15
for Resolution Cover Sheet.
Upon receipt of the cover sheet and resolution, the Elections Division will send an
acknowledgment notice to the jurisdiction’s contact person.
General Provisions Applicable to All Statements
Statements
• Microsoft Word will be used to verify word counts.
• No changes will be allowed after submission.
Format
Italics may be used to emphasize specific words or statements. Any other formatting,
such as bold, underline, or all caps, will be changed to italics. The use of lists or bullets
is not allowed. Lists or bullets will be converted to block paragraph with a semicolon to
separate each item.
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How to submit statements
Statements must be submitted electronically in .doc, .docx, or .txt and are due on the
prescribed deadline. See page
13
for deadlines
• email to: pamphlet@co.thurston.wa.us (preferred method)
• CD to: Auditor’s Office, Elections Division
2000 Lakeridge Dr SW Bldg. 1, Rm. 118
Olympia WA 98502
Review Proofs
A proof copy of the statement as it will appear in the local voters’ pamphlet will be sent
to each district for review. Only errors made by the Thurston County Auditor’s Office
may be corrected. Districts will receive their proof via the email provided on the
resolution coversheet. Jurisdictions must respond within the timeframe specified in the
email if they want to make a change. The Auditor’s Office will send one follow up email
as a reminder and will not call candidates. If no communication is received the proof
copy of the statement will be printed.
Public Inspection of Statements (RCW 29A.32.100)
Statements submitted for publication in the local voters’ pamphlet shall not be available
for release to the public until all statements pertaining to the specified ballot measure
have been received and signed off by the respective jurisdiction or committee. Requests
for public inspection of arguments or statements shall be made in the same manner as
requests for public records.
Contents Sole Responsibility of Authors
The contents of explanatory statements, “For” and “Against” statements, and rebuttal
statements are the sole responsibility of the authors and do not represent the position of
the Auditor or Thurston County regarding the measure or of any material contained
therein; neither the Auditor nor Thurston County is responsible for the validity or
accuracy of the statements.
Statements should be edited and prepared as carefully as one would edit and prepare a
resume. Spelling, grammar and punctuation errors will not be corrected. Statement
content will be printed exactly as received, as long as it complies with format
specifications.
After submittal, all statements are final and may not be amended.
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Ballot Titles for Local Measures (RCW 29A.36.071)
The official ballot for measures submitted to the voters of a city or town shall be
prepared by the city or town attorney. The official ballot title for measures submitted to
the voters of a local government other than a city or town (e.g., a county, fire district or
school district) shall be prepared by the Thurston County Prosecuting Attorney.
The format and content requirements for local measure ballot titles are very specific and
must conform to state law. Each ballot title must contain the following elements:
• Identification of the enacting legislative body.
• A statement of the subject matter not exceeding 10 words in length.
• A concise description of the measure not exceeding 75 words in length.
• A question.
Resolutions submitted by jurisdictions that need a ballot title prepared by the Thurston
County Prosecuting Attorney will be forwarded to that office.
Upon receipt of the final official ballot title from the Prosecuting Attorney, city attorney or
town attorney, the Elections Division will notify the jurisdiction contact person and
anyone else who requests a copy via letter or email. The ballot heading statement must
be approved by the Auditor.
Ballot Title Appeal (RCW 29A.36.090)
Jurisdictions dissatisfied with the ballot title for a local measure written by the city
attorney, town attorney, or Prosecuting Attorney may appeal to the Thurston County
Superior Court, pursuant to RCW 29A.36.090.
Explanatory Statement for Local Measure (RCW 29A.32.241)
Each ballot title must be accompanied by an explanatory statement. The explanatory
statement is prepared by the attorney for the jurisdiction submitting the ballot measure.
The explanatory statement explains in common and neutral language the measure’s
purpose, the financial impact, and the laws/statutes that will be affected by the
measure’s passage.
November 12, 2019
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If a jurisdiction does not have an approval letter or email from its attorney concerning
the explanatory statement, or if a jurisdiction does not retain legal counsel, the
statement shall be submitted to the Prosecuting Attorney for approval.
Explanatory statements must be 175 words or less and no more than 3 paragraphs in
block paragraph form.
Jurisdictions Shall Appoint Committees “For” and “Against” a Local
Measure (RCW 29A.32.280)
For each jurisdiction measure that is included in the local voters’ pamphlet, the
legislative authority of that jurisdiction shall formally appoint (by the deadline)
committees “For” and “Against” the measure. The “For” and “Against” Committee
Member Form must be submitted by the deadline to appoint committees. (See page
16
for form.)
The jurisdiction shall appoint persons known to favor the measure to serve on the “For”
committee and persons known to oppose the measure to serve on the “Against”
committee.
Each committee shall consist of not more than three members; however, a committee
may seek the advice of other persons.
If such persons are not immediately known, the jurisdiction is encouraged to formally
notify the public that it is in search of members for the “For” and “Against” committees.
The jurisdiction is responsible for providing committee members with copies of
instructions, specifications, and deadlines for all statements.
The committees are solely responsible for submitting their statements to the Elections
Division in accordance with the specified timeline for that election. (See page
13
for
deadlines.)
November 12, 2019
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Committee Appointments by the Auditor (RCW 29A.32.280)
If a jurisdiction fails to appoint “For” and “Against” committees by the deadline, the
Auditor’s Office will seek out and, whenever possible, appoint up to three members to
each committee.
The Auditor’s Office may, in its sole discretion, seek committee appointments through
press releases, notices on the Auditor’s website, Facebook, Twitter and any other
means necessary.
The Auditor’s Office will use the following criteria when making appointments:
• Have an email address and the demonstrated ability to communicate rapidly by
email.
• Shall agree to work collaboratively with co-committee members.
The deadline for anyone seeking committee appointment is 12:00 pm (noon) on the
original “For” and “Against” statement deadline, had the jurisdiction appointed a
committee. Requests must be emailed to pamphlet@co.thurston.wa.us.
Appointments will be made in the order requests from qualified applicants are received
by email. Appointed committee members will be notified by email. The appointed
committee must abide by the specified timelines for submitting statements for that
election.
It is not the responsibility of the Auditor’s Office to coordinate communications between
committee members or to arbitrate disagreements among them.
The first person appointed by the Auditor’s Office will be designated the “1
st
Committee
Member” and spokesperson for the committee. If the committee is unable to agree or if
multiple statements are submitted, the statement submitted by the “1
st
Committee
Member” will be the statement printed in the local voters’ pamphlet.
If a committee member wishes to withdraw, he or she must notify the Auditor’s Office by
email at least 24 hours prior to the submittal deadline for the statement.
November 12, 2019
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“For” and “Against” Statements
Length
“For” and “Against” statements must be
250
words or less and no more than 4
paragraphs in block paragraph form.
If a “For” or “Against” statement is received before the deadline and exceeds the
applicable word limit, the committee will be notified by email and asked to delete words,
paragraphs, or sentences. Only deletions are allowed; no changes or additions to the
statement will be allowed. The shortened statement must be received by the deadline.
If the deadline has passed and the statement exceeds the 250 words limit, it will be
shortened to be within the word limit.
Format
Up to four headings may be used to summarize and identify major arguments or
paragraphs of the statement for the convenience of the reader. Headings may not
exceed
15
words. Headings
are
included in the 250 statement word count.
Committee member names and, contact information will be printed in the local voters’
pamphlet; but this information isn’t included in the 250 word count. At least one method
of contact (phone, email, website address) must be provided for print in the local voters’
pamphlet.
Titles of committee members will not be published in the local voters’ pamphlet.
Rebuttal Statements
If both “For” and “Against” statements are submitted, the Voters’ Pamphlet Coordinator
will email the text of the statement to the spokesperson for the opposing committee
listed on the committee appointment form.
Rebuttal statements are not required; however, it gives each committee an opportunity
to provide a response to the opposing statement.
The failure of a committee to submit a “For” or “Against” statement will disqualify the
committee from submitting a rebuttal statement.
November 12, 2019
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Length
Rebuttal statements must be
75
words or less and no more than 2 paragraphs, in block
paragraph form.
If the rebuttal statement exceeds the applicable word limit, it will be shortened to be
within the word limit.
Format
No heading may be used in rebuttal statements.
Content
Rebuttal statements may not interject new issues or arguments and are limited to
addressing issues and arguments raised in the opposing statement.
Once submitted, the argument and rebuttal statements may not be withdrawn or
changed.
Content Rejection and Appeal Process (RCW 29A.32.230)
Rejection
The Auditor's Office reserves the right to reject any submission to the local voters'
pamphlet, if it does not meet submission requirements, or is deemed to be libelous or
otherwise inappropriate.
Material submitted for publication in the local voters' pamphlet may be rejected if:
• It’s obscene.
•
It’s libelous.
•
Contains a commercial advertisement.
•
Contains matter prohibited by law from distribution through the mail.
•
Contains matter not relevant to the measure.
•
Contains matter that is otherwise inappropriate or does not comply with
applicable law.
•
Was received after the submittal deadline.
If an explanatory statement, “For” or “Against” statement, rebuttal statement, or contact
information is rejected by the Elections Division Manager, a written notice of rejection
November 12, 2019
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shall be sent to the committee spokesperson by email within 48 hours after receipt
thereof and shall explain specific grounds for rejection.
The committee will have 24 hours from the time of notification to submit an adjusted
statement or contact information as long as their rejected material was submitted on
time.
Appeal
The spokesperson of a rejected explanatory statement, “For” or “Against” statement,
rebuttal statement, or contact information may appeal the Elections Division Manager’s
decision to the Thurston County Auditor. A written notice of appeal shall be submitted to
the Auditor by email (TCAuditor@co.thurston.wa.us) no more than 48 hours after the
notice of rejection was sent and shall explain the specific grounds for appeal. The
Auditor shall issue a written decision granting or denying the appeal by email no more
than 48 hours after receiving the notice of appeal. The decision of the Auditor to grant
or deny an appeal shall be final.
If material is rejected, the local voters’ pamphlet will be printed with the rejected material
omitted and the appropriate space left blank.
Emergency Procedures
Only information required by law will be included in the local voters’ pamphlet in the
case of an emergency. (RCW 29A.32.241)
Required Information
• “Official Local Voters’ Pamphlet” on the cover, “Thurston County Elections,” and
the election date
• A list of jurisdictions that have measures or candidates in the pamphlet
• Information on how a voter can register to vote and get a ballot
• Ballot titles and explanatory statements
• Pro/con statements
• For partisan primary elections, information on how to vote the applicable ballot
format and an explanation that minor political party candidates and independent
candidates will appear only on the general ballot.
November 12, 2019
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Statement Deadlines
ELECTION DATES
February 11, 2020
April 28, 2020
August 4, 2020
November 3, 2020
Jurisdiction Responsibility and Deadlines
1. Resolution
2. Resolution Cover
Sheet
3. Explanatory
Statement
4. For and Against
Committee
Appointment
For and Against
Committee Form
must be
completed and
emailed by this
date.
December 13, 2019
(same deadline for
all four items)
February 28, 2020
(same deadline for
all four items)
May 8, 2020
(same deadline for
all four items)
August 4, 2020
(same deadline for
all four items)
Committee’s Responsibility and Deadlines
1. Statement “For”
and “Against”
Written by the
committees for or
against a measure
December 20, 2019
March 6, 2020
May 15, 2020
August 14, 2020
2. Rebuttal
Statement
December 23, 2019
March 9, 2020
May 18, 2020
August 18, 2020
Deadlines are 4:30 pm on each designated day.
November 12, 2019
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Statements – At a Glance
Word Limit
Formatting
175
Allowed: Italics
Not Allowed:
Bold,
ALL CAPS, underlining, lists,
bullets
Statement
250
Allowed: Italics
Up to four headings (up to 15 words
each).
Heading included in word count.
Four paragraphs.
Not Allowed:
Bold,
ALL CAPS, underlining, lists,
bullets
75
Allowed: Italics
Two paragraphs
Not Allowed:
Bold,
ALL CAPS, underlining, lists,
Bullets
Does not
count
toward word
limit
Allowed: Committee members names;
A contact phone number;
An email address;
A website.
At least one method of contact
(phone, Email, website address)
must be provided.
Not Allowed: Titles of committee members
(Dr., President, Ph.D.)
All Statements
Material submitted for publication in the local voters’ pamphlet may be rejected if:
• It’s obscene.
• It’s libelous.
• Contains a commercial advertisement.
• Contains matter prohibited by law from distribution through the mail.
• Contains matter not limited to the measure.
• Contains matter that is otherwise inappropriate or that does not comply with applicable law.
• Was received after the submittal deadline.
November 12, 2019
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Resolution Cover Sheet
This form must accompany each resolution filed with Thurston County Elections. The contact person or
persons should have the authority to do so and be available to answer questions.
Name of District:
District Address:
Date of Election:
Contact Person: Title:
Contact Phone: Fax:
Contact Email:
2
nd
Contact Person: Title:
2
nd
Contact Phone:
2
nd
Contact Email:
Attorney for District:
Attorney Phone: Attorney Fax:
Attorney Email Address:
Type of Election (levy, bond, lid lift, etc.):
Please state the pass/fail requirement for this measure (i.e. simple majority, 60%, etc.) as determined by your
legal counsel, together with applicable statutory references:
For
February and April elections only:
Does the district wish to publish a Voters’ Pamphlet? Yes No
Signature: Date:
of person filing this form
This form may be filled out and printed.
This mandatory resolution cover sheet must accompany any resolution.
November 12, 2019
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For/Against Committee Member
Appointment Form
Name of District: _________________________________________________________
District Contact Name: _________________________________________________________
Email Address: _____________________________ Phone: _________________
Jurisdiction’s responsibility:
1. Email completed form to pamphlet@co.thurston.wa.us by the resolution submittal
deadline.
2. Provide committee members with statement submission requirements and
deadlines. Committees are solely responsible for submitting voters’ pamphlet
statements to the Elections Division.
Deadlines are on page 13 of these administrative rules. Questions? Contact the Elections
Division at: Pamphlet@co.thurston.wa.us or call 360.786.5408.
Information for inclusion in voters’ pamphlet:
“For” Committee (1-3 members):
Committee Name: ______________________________________________________________
Phone: ________________ Email: ____________________ Web: ________________________
Committee Member #1: __________________________ Email: ________________________
Committee Member #2: __________________________ Email: ________________________
Committee Member #3: __________________________ Email: ________________________
“Against” Committee (1-3 members):
Committee Name: ______________________________________________________________
Phone: ________________ Email: ____________________ Web: ________________________
Committee Member #1: __________________________ Email: ________________________
Committee Member #2: __________________________ Email: ________________________
Committee Member #3: __________________________ Email: ________________________
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