GOP State Committee
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Massachusetts Republican Party

85 Merrimac St, Suite 400

Boston, Mass. 02114

617-523-5005 ph.

617-523-6311 fax

http://www.massgop.com/

 

           

©2006 Massachusetts Republican State Committee
 

CONTENTS

 

Introduction 4

A Political Party’s Purpose. 5

Purpose of this Manual 5

Republican Party Structure in Massachusetts 5
Party Organization in Massachusetts 55

Core Duties of the Town Committee 6

Running a Successful Committee 9

The Chairman’s Responsibilities 9

Delegating Responsibilities 9

Building Your Party Organization 13

Building the Party Organization 13

Engaging & Training Your Members 14

Candidate Recruitment 17

Candidate Recruitment 17

How to Find and Recruit the Right Person. 17

Write-In or “Sticker” Campaigns. 20

Communications. 23

Communications. 23

Earned Media. 23

Writing a News Release. 24

Community Access Television (CATV) 29

Public Speaking. 30

Voter Registration 33

Why Republican Registration Matters. 33

Registering to Vote. 34

Registration Programs. 35

Voter Turnout 37

Get-Out-the-Vote. 37

Targeting the Right Voters.37

Effective GOTV Activities. 38

Advocacy Phone Calls. 38

Absentee Ballot Program.. 39

Advocacy Mailings. 41

Poll Checking. 42

Fundraising. 43

Fundraising: The Last Ingredient 43

Establishing the Plan. 43

Finance Committee.44

Donors: How to Get & Maintain Them.. 44

Fundraising Letters. 45

Events. 47

Major Donors. 50

Campaign Finance Rules. 51

Reference 53

Suggested By-Laws. 54

Sample Town Committee Plan A. 61

Sample Town Committee Plan B. 64

 

 

A Political Party’s Purpose

 

There really are two meanings to the term political party.  Philosophically, a political party is a coalition of people with a common set of beliefs who unite in order to increase their political power.  While members of political parties rarely agree on every issue, they do share some beliefs and an understanding that a party dedicated solely to their own individual interests would be a relatively small group.  You might think of the party as a brand name; when commonly referring to the party, one is speaking about all the candidates, officials, and even the voters registered as members of that party. 

 

As an organization, however, a political party is the actual political apparatus that exists to advance the interests of the movement.  This includes the people whose careers are devoted to helping candidates, as well as the membership of party committees at various levels.  It is this aspect of the political party that this manual concerns: the local Republican Parties, which are so critical to advancing the Republican movement in Massachusetts.

 

A political party is not a debating organization.  It is not a social club.  It is not even an issues advocacy organization.  It is a machine that exists with only one underlying purpose: electing candidates.  Parties may conduct a number of activities through the course of an election cycle, but each of those activities in some way plays a role in electing Republicans. 

 

Different levels of a party’s apparatus undertake different activities based on which level of elective office they are most responsible for, and based on where their greatest organizational efficiencies are.  Parties are successful when there are defined roles and responsibilities for each level of the party’s leadership and when those responsibilities are integrated to achieve the common goal of winning elections.

 

Purpose of this Manual

 

The purpose of this manual is to elect more Republicans to office in Massachusetts by assisting our Massachusetts Republican Town and Ward Committees to operate at their maximum potential.  A key element in achieving a high level of activity and effectiveness is to develop a generally accepted division of labor between Republican organizations in the Commonwealth.  Once established, the aggregate output of the Republican movement will increase dramatically and the result will be more Republicans elected to selectman, city council, the legislature, statewide office and, yes, even to Congress.

 

We hope all members of our local Committees will read through this manual and identify key areas where they can contribute to help build our Republican Party. 

 

 

Republican Party Structure in Massachusetts

 

 

Party Organization in Massachusetts

 

The government of Massachusetts has taken it upon itself to dictate how political parties govern and operate themselves to a great extent.  Therefore, a great number of the Republican Party’s organizational inefficiencies and strange rules are not due to our own by-laws, but due to state regulation. 

 

In Massachusetts, the Republican Party has only two levels of official organization: the Republican State Committee and the local Republican Town Committee*.  All other groups, from regional clubs to Republican PACs, are meant to serve as auxiliaries in this effort.

 

State Party: An 80-member committee that is made up of one man and one woman from every state Senate district in the Commonwealth governs the Massachusetts Republican Party.  State Committee members serve four-year terms and are elected during the Republican presidential primary.  The Committee itself is governed by a set of by-laws, which must be renewed after the quadrennial presidential primary, when a new committee is elected.  State Committee members in turn elect the Chairman and other officers of the Party.  Because of the labor-intensive nature of the State Party’s responsibilities, the Party Chairman hires a staff to help implement his or her political program. 

 

Town & Ward Parties: Members of Republican Town & Ward Committee* are also elected every four years at the Republican presidential primary.  There may be up to 35 voting members of a Town Committee and an unlimited number of associate members.  Like the State Committee, town Committees also govern themselves with a set of bylaws, which are re-adopted after the Town Committee is reconstituted following the presidential primary.  Where there is no Republican Town Committee, a new one may be established with the assistance of the Republican State Committee man or woman in whose district that town lies.  In the case of a committee that fails to hold quarterly meetings or has become defunct, one of that town’s State Committee members may intervene to reorganize the committee. 

 

City Parties:  Republican City Committees are a bit different in that they don’t really exist of themselves, but rather are the product of a city’s Ward committees.  Ward Committees come together to establish a City Committee because many elections are citywide, and because it is useful to have an official serving and leading the Republican movement on a citywide basis rather than only having Ward Chairmen.   The mission of the Republican City Committee is to serve as a central organizing force for the Ward Committees and the main supporter of Republicans in citywide elections.

 

* NOTE: Because they are identical in powers, regulations, and responsibilities, Ward & Town Committees are both referred to as Town Committees throughout this manual.

 

 

Core Duties of the Town Committee

 

The Republican Town Committee is not a committee of politically interested individuals who get together from time to time to discuss the issues of the day. Rather, the Committee needs to act as a highly partisan group working to recruit and elect Republican candidates.  It is the Republican Party for your town.  For instance, don’t think of yourselves as the Chelmsford Republican Town Committee, but rather as the Chelmsford Republican Party!

 

The Town Committee exists to elect Republicans to public office. It’s as simple as that.  In order to fulfill this mission, a successful Committee will focus its efforts on five core responsibilities:

• Building & maintaining a vibrant local Party organization

• Recruiting candidates for municipal and legislative office

• Communicating the Republican message in your local media

• Growing the Republican base vote with aggressive voter registration programs

• Getting out the Republican vote on Election Day

 

In order to conduct those activities effectively, however, the Town Committee must:

• Define long & short-term goals

• Construct and adhere to a written plan outlining the Committee’s goals

• Raise the necessary funds to carry out the Committee’s programs

 

This manual is intended to help Town Committees organize into effective political parties and operate at their maximum potential.  Below you will find step-by-step instructions on how to build and operate a successful, local Republican Party.

 

 

National, State & Local Parties: A Division of Labor

 

In order to increase aggregate Republican output in the Commonwealth, we must work towards establishing a coherent division of labor.

 

It is critical to determine which party-building activities are done most efficiently by each respective GOP organization.  For instance, it makes less sense for the small staff at the State Party to spend time conducting GOTV phone calls when they can be advising the local parties on how to most effectively implement a GOTV plan.  Likewise, it does not make sense for each local party committee to develop and publish its own promotional materials for a statewide candidate, when those candidates or the State Party can use its purchasing power to produce the same product much more cheaply.

 

Most importantly, though, is to have an understanding of what is expected at each level of the Republican leadership chain, so as to minimize duplication and maximize total output.

 

 

Running a Successful Committee

 

 

The Chairman’s Responsibilities

 

Republican Town Chairmen are responsible for the overall vitality and success of their respective Republican parties.  Chairmen are not merely the elected presiding officers of their committees, but the chief executives of each community’s Republican Party.

 

Chairmen are charged with setting the strategic direction and tone for their local Party.  A good Chairman will utilize all resources at his/her disposal to carry out that vision. This includes:

 

Being an effective presiding officer

The core responsibilities of each Town Chairman are to set the agenda and preside over Committee meetings.  Chairmen should be organized, be able to hold the attention of Committee members, and keep meetings short and focused on the agenda.  Furthermore, the Chairman should always be on guard against allowing the Committee to drift into areas outside its core responsibilities.  It’s easy to become distracted from the agenda—make sure that every single activity the Committee undertakes plays a role in reaching stated Committee goals.  Running an effective meeting is the first step towards keeping the membership engaged and involved with the Committee.

 

A key component of the Chairman’s job is to make sure that a spirit of cooperation and collegiality exists on the Committee.  A Chairman is expected to remain above the fray in disagreements between committee members and should work to diffuse conflicts when they inevitably arise.  The Chairman should further seek to operate his or her meetings in a way that respects each Committee participant.

 

Effective meetings are brief, informative, and to the point.  There are times to deliberate a major point, but if the committee must debate every decision at length, attendance in your meetings will dwindle.  Officers and committee heads can do their work outside the meeting.  The committee meeting should not be a place where major brainstorming occurs; officers should come to the meeting prepared to report on their activities, for the review of the whole committee. 

 

Analyze the Current Condition of Your Committee

Before making big plans for the future, it is important to make an honest evaluation of the strengths and weaknesses of your Town Committee. 

 

• Does the Committee have 35 full members?

• Does the Committee meet monthly?

• How many Republican candidates have run in recent election cycles?

• Has the Committee raised and donated money to local candidates?

• How many Committee-backed candidates have won?

• Has the Committee engaged in outreach activities? GOTV efforts?

 

Different Town Committees will have inherent strengths and weaknesses.  Each committee should make an honest assessment of its strengths and identify those areas needing improvement. 

 

Setting attainable goals

You must then set attainable goals for one, three, and five years down the road.  Setting challenging, but realistic, objectives is the first step. Depending on the current strength of the Republican Party in your community, goals may include:

 

• Electing a majority of Republicans to the Board of Selectmen

• Electing a Republican Ward Councilor

• Increasing Republican voter registration by 2 percentage points

• Electing a Republican state Representative

• Furnishing candidates with storefront headquarters for final 4 months of campaign

• Achieving maximum Republican turnout in elections

• Boosting committee membership above 35 (including assoc. members)

• Keeping the heat on local Democrat incumbents during non-election years

• Donating a certain amount of cash or in-kind assistance to local candidates

 

Developing a plan

Once the goals are stated, the Committee can turn its full attention toward developing a comprehensive written plan that will serve as the blueprint for goal setting and future political activity.  The plan should clearly define the rules, roles and responsibilities for the membership and outline both the short and long-term priorities for the Committee.

 

 

Delegating Responsibilities

 

A good Town Committee, operating at full speed, is engaged in such a wide range of activities that the Chairman and officers could never possibly accomplish them without assistance from the membership.  Rather, the Chairman of a fully operational committee uses their efforts to assure that the Committee’s varied tasks are accomplished.

 

There should be several dozen members on each Town Committee—use them!  No matter what a committee member’s level of expertise is in a given area, there is something positive they can contribute. Appoint a sub-committee or a special taskforce for each of the following priorities: Membership, Candidates, Grass Roots, Communications, and Finance. Assign the members specific directives and let them go to work.

 

Creating a number of sub-committees with specific tasks lessens the burden on the Chairman and officers, who should concentrate on running an efficient, effective Committee.  There are too many cases where the Chairman and a few officers end up doing the lion’s share of the committee’s work.  This practice is extremely dysfunctional, as it causes the officers to get burnt out, and fails to educate and prepare future officers for eventually running the committee.  In short, the Chairman and officers should stick to managing the committee effectively and ensuring that the subcommittees are fulfilling their responsibilities. 

 

Each subcommittee and its functions should be outlined in your Committee’s by-laws (a sample set of by-laws are included in the reference section).  Be aware that Committee by-laws become void every four years after the Republican Presidential Primary election, when a new Town Committee is elected.  Even if a Town Committee is made up of the same people, it is considered a newly constituted Town Committee, and new by-laws must be adopted at the first meeting following the election.

 

The existence of sub-committees does not mean that members of the Town Committee are exempt from participating in all activities of the local Party.  On the contrary, all members should be informed and involved in all aspects of the Party’s operation.  Establishing sub-committees is the most effective mechanism for the Committee’s leadership to oversee core areas of operation while enlisting a group of members to take ownership of specific key projects.

 

Below is a suggested organizational chart for a Town Committee:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Executive Committee

The Executive Committee is essentially the “cabinet” of the Town Committee. It consists of all the elected officers plus the head of each of your appointed sub-committees.  The Executive Committee’s purpose is to serve as a vehicle for long-term planning and can convene as needed to address Town Committee business.

 

Finance Committee

The Finance Committee is responsible for creating the Town Committee’s operating budget and authoring a plan to raise the necessary funds to fund various Committee activities.  The Chairman of the Finance Committee should be a known & respected member of the community, have sales skills and be comfortable asking their peers for contributions to support the Committee’s activities. See more on operating a successful Finance Committee in the Fundraising section of this manual.

 

Candidates Committee

The Candidates Committee is responsible for seeking out and supporting candidates for municipal and legislative office, and then supporting them with a robust effort to turn out the Republican base vote.  The Vice Chairman should lead the Candidates Committee, which should be comprised of no fewer than five people, evenly distributed among the town’s precincts.  See more on operating a successful Candidates Committee in the Candidate Recruitment and Get-out-the-Vote sections of this manual.

 

Public Relations Committee

The Communications Committee is the publicity wing of the Town Committee.  It should work to ensure that the local press is covering the Committee’s activities and ensure that the Republican message is being promoted in your local, daily or weekly print media, and on the local cable station.  The Public Relations Committee should be relatively small in comparison to the other committees, which are much more labor intensive.  See more on operating a successful Communications Committee in the Communications section of this manual.

 

Outreach Committee

The Outreach Committee charged with the responsibility of designing and implementing the Committee’s voter registration plan, as well as the planning and management of any non-fundraising events and rallies the Committee might hold.  Additionally, the Outreach Committee will work to recruit new members to the Town Committee.  By statute, the Town Committee can have up to 35 voting members and is permitted to include an unlimited number of associate members.  A Town or Ward Committee operating at its maximum potential has well over 35 members.  See more on operating a successful Outreach Committee in the Building the Party Organization and Voter Registration sections of this manual.

 

 

 

 

 Building Your Party Organization

 

 

Building the Party Organization

 

Committee Membership

Under Massachusetts Law, a maximum of 35 official voting members is permitted for a Town or Ward Committee.  Additional members may participate, but only as Associate Members, with no official vote in Committee elections. Indeed, some Committees have the full compliment of 35 members and 20 or more associate members.

 

Many committees have elected to reserve full membership only to senior members and place all new members as associates. We feel this practice is counterproductive to the overall growth and health of the Town Committee.  On committees with 35 members, the newer, younger members of the committee should be elevated to full voting status within a short timeframe (or immediately) as an incentive to attract and retain new members.  In addition, members unable to fully participate in the committee’s activities should be asked to move to associate status in order to make room for the next generation of Republican activists.

 

 

Recruiting New Members

Adding new Committee members is a key element to build the Republican Party in your community.  In many cases, GOP Town Committees have dwindled to so few members because there is no recruitment program in place to regenerate the committee.

 

The Chairman needs to assign a reliable and visible member to serve as Outreach Chairman.  This individual will be in charge of recruiting new members to the Committee.  The Outreach Chairman will encourage the entire Committee to seek out new members and provide them with instruction on how to identify and attract new recruits.

 

Town Committee members are motivated, first and foremost, by the conviction that the ideals of the Republican Party are the most effective means to implement government policy and make their communities, and their country, a better place to live.  Other motivations for joining a Town Committee may include:

• A desire to see the political process in action

• Seeking the opportunity to make a meaningful contribution to their community, state and country

• Experiencing fulfillment in new associations

 

When building the membership, strive to ensure that the active roster represents every precinct and attempt to achieve balance between men and women on the Committee.  The Committee should make a concerted effort to find younger members and get them involved in Committee activities.  As your Committee grows, you will find that ideal members are:

• Dedicated: All other characteristics are secondary when compared to the importance of dedication to the job.

• Personable: Getting along with people is vitally important in political activity. You cannot afford anyone who doesn’t get along with volunteers, neighbors or potential voters.

• Strong Leaders: People that have proven their capacity to lead either within the GOP or in the local community.

 

Potential membership sources that the Outreach Chairman should consider include:

• Active members’ family and friends.

• Local organizations (religious, ethnic, veterans’, fraternal, senior citizens, professional, PTA, youth, civic and social). These people have already demonstrated an interest in involvement and would make great members.

• Past and present Republican candidates and elected officials.

• Active Republican primary election voters (mail them a postcard inviting them to attend a committee meeting).

• Members of local GOP Auxiliary organizations (College Republicans, Women’s Republican Clubs, etc.)

• People who volunteered for a current or past Republican candidate.

• People who espoused a GOP point of view in a past letter to the editor to your local paper.

 

 

Engaging & Training Your Members

 

Far too often, Town Committees have fallen into disrepair because of an all-too-common cycle:

1. The Committee meets, but has no particular agenda beyond electing convention delegates;

2. With no goals to work toward, there is no agenda;

3. With no agenda, the committee members focus on how bad things are;

4. With poor morale, committee meeting attendance begins to wane;

5. With no active members, there are no candidates, voter registration drives, or effort to turnout the GOP base in elections;

6. The Committee is officially dead.

 

This scenario must never happen again! An effective Chairman will be a dynamic individual who sets an aggressive agenda and encourages the members to participate in accomplishing important tasks.  Stress the importance of the Committee’s mission and getting the job done!  Let precinct leaders know what is expected of them.  Delegate specific duties to the members and coach them on how to accomplish their tasks.  Encourage active participation in organizational affairs.  Members must feel that their opinions and contributions are valued.

 

Keeping Your Members

 

• Remember that your Committee members are volunteering their time. They are not paid and can get up and leave very easily. Remind them that they are integral parts of the team and recognize their contributions. Maintain a good sense of humor.

• Committee members are a valuable resource: treat them as such.

• Make your Committee meetings short, productive and fun.

• Build a team spirit.

• Be flexible. Be businesslike and have a good game plan, but be realistic.

• Instructions for your tasks should be in simple, concise language, both written and verbal.

• Make a realistic plan and follow-up on directives to make certain assigned tasks are accomplished.

• Have nametags at events. Party leaders need to know the volunteers and volunteers need to know each other.

 

 

Candidate Recruitment

 

 

Candidate Recruitment

 

Recruiting candidates for municipal and legislative office is the most important responsibility of each Town Committee.  Success in this endeavor makes a significant, tangible impact on the overall health of our state Republican Party. Recruiting candidates for every elective office each cycle is also the first step towards rebuilding the Republican Party in Massachusetts.

 

Town Committee members should concentrate their efforts on identifying and fielding candidates for every elective office, from Selectman to City Councilor to state Representative.  A Democrat should never be awarded an office by default.  If there is a Democrat on the ballot, there must be a Republican on the ballot.  As long as there is a Republican on the ballot, the Democrat must spend personal and party resources on the race.  Without opposition, however, those resources will go to assist another Democrat candidate, keeping Massachusetts under the stranglehold of a one party system.

 

Five main reasons why you should put great effort into recruiting candidates:

• YOU CAN’T WIN IF YOU ARE NOT IN THE GAME.

• Unopposed Democrats have a free hand to assist their comrades.

• Fielding candidates greatly helps other Republican candidates running at different levels of the ticket.

• Fielding candidates supplies the local & state GOP with current data about voting patterns.

• Even if victory is unlikely, fielding candidates keeps your Party’s machinery well-oiled for the day when a viable candidate emerges.

 

As leaders of the Republican Party, and as the incubators of the next generation of Republican leaders, our town parties must begin to find and develop the best possible candidates for legislative and municipal office.

 

 

How to Find and Recruit the Right Person

 

Identify Characteristics of the Ideal Candidate

Convene the Candidate Committee at a special meeting to establish the characteristics present in the ideal candidate for a particular office.  Some basic characteristics are inherent in all political candidates while others are related to the particular district.  Defining the characteristics of the so-called “ideal candidate” helps maintain focus on the most important characteristics a candidate needs to run a successful election campaign.

1. Character: The candidate must identify with the people in the district and must believe that he or she will represent them better than the incumbent.  Candidates must have, or have the ability to earn, the respect of the community at large.

2. Charisma: In many respects, local elections are popularity contests.  The candidate should be a person who is likeable and who enjoys interacting with others.  Candidates should have the ability to motivate others to participate in the campaign.

3. Personal Network: Candidates should have strong community ties and a personal network enabling them to draw on the immediate support of 6-10 people willing to dedicate their time to support the campaign.

4. Sales Skills: Running for office means constantly asking for something. Candidates must be willing to ask people for their money, their time, and their vote.  Candidates with sales experience are ideal, as they have developed a thick skin and are able to deal with rejection and keep pressing on.

5. Support Base: Candidates need a base of support to draw upon.  The base can come from a number of areas, and the support base of the incumbent should be studied when identifying attractive support bases for your candidate:

   • Geography: Candidate comes from the most populous town/ward/precinct in the district.

   • Ideology: Candidate was involved in a hot local issue, like leading the fight on a Prop 2½ override.

   • Demography: Consider age, gender, and influential ethnic groups in the community.

   • Professional: Candidate would identify with a large, influential professional group in the district such as lawyers, small business owners, or a particular industry that the community depends on for employment or property taxes.

6. Fire-in-the-Belly: Above all, the candidate must have the drive to win.

 

Identifying Potential Candidates

Committee members should branch out into their respective precincts and begin gathering information about potential candidates.  Based on the criteria the candidate committee has pinpointed, members should begin consulting fellow Republicans, business and community leaders for ideas.  Be sure not to limit yourself to individuals who have been active in Party circles.  Among the sources of potential candidates are:

 

• Current and former Republican elected officials, even if elected to nonpartisan office.

• Former candidates, as they have some degree of name recognition.

• Business owners: compile a list of all business owners & check their voter registration to narrow list.

• Community activists & civic leaders.

• Lawyers & insurance agents often have numerous community contacts.

 

For business leaders and community activists, compile a list from any available sources and narrow it down by checking their voter registration.  That being said, you never want to shut the door on the idea of convincing people to switch their party affiliation to run as a Republican.

 

The Candidate Committee should reconvene to discuss identified potential candidates and begin the process of reaching to those individuals cited.  The committee may want to compare its prospective candidates by determining a few desired criteria they would like to see in the ideal candidate.  Comparing them side-by-side is useful, and you may want to consider putting together a chart as follows to help your analysis:

Selling Potential Candidates on Running

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The Candidate Committee member from the prospective candidate’s precinct should contact the prospect and request a meeting between themselves, the prospective candidate and the local Party Chairman.

 

In the meeting, the Candidate Committee should indicate how their name was raised as a potential candidate and highlight how they meet various characteristics of the “ideal candidate.”  Describe the political landscape, the opponent’s potential weaknesses, and explain why voters might seek change.  Emphasize the role the Town Committee will play in the election and outline the strategic plans you have for the Party in your community.  If possible, gather past data on the district, including the performance of past local and statewide candidates, as well as fundraising numbers for past local candidates.  Also, outline specific commitments that the Town Committee will make on behalf of the Republican candidate.  These commitments may be in the form of offering the manpower of your 35+ committee members, a commitment to donating $1,000 of the committee’s cash to the candidate’s campaign, or a specific goal of spending $4,000 on in-kind assistance on behalf of the candidate.

 

These meetings, even if they do not result in a candidate, are critical to building your Party organization.  The prospect is likely to be impressed with your commitment to building the Party and may join your Town Committee or become a contributor.

 

If you are recruiting for a legislative race and have an individual who would be a terrific candidate but remains undecided, contact the State Committee Headquarters to set up a meeting with the Chairman and other members of the staff so the prospect can learn more about running for office.  Additional help can come from the Republican House and Senate leadership or the Governor’s Office.

 

 

Write-In or “Sticker” Campaigns

 

In instances where the local Party fails to have a candidate meet the signature deadline, they should consider running a write-in or “sticker” candidate.  The object is to win the uncontested Republican primary election and secure a place on the general election ballot with write-in votes.  Getting the same number of write-in votes as the signatures required of traditional candidates is all that is needed.  The term sticker is used because it is the most effective method to get your write-in votes: by giving voters a sticker with the appropriate information that they can simply stick on to the ballot, without having to worry about the voters misspelling or making another mistake. 

 

Sticker campaigns are often derided as impossible to win. While difficult, they are certainly not impossible at the local level.  There are precedents for Republicans winning through write-in “sticker” campaigns.  For instance, Sticker candidate Matthew Amorello got on the ballot for state Senate in 1990 and went on to defeat incumbent Senator Huston in the general election.  And Robert Hargraves of Groton ran a sticker campaign in 1994, winning the primary against another Republican whose name actually appeared on the primary ballot, and went on to win the general election.

 

There are several reasons why someone would want to run a sticker campaign, including:

• Didn’t register as a Republican in time

• Didn’t gather enough signatures

• Decided to run too late

Whatever the reasons, the basic question remains, what is different about running as a write-in candidate? The short answer is, not much.

 

If there is no one else on the ballot, candidates only need as many write-in votes as they would have needed to collect during the familiar signature gathering process. Candidates running for State Representative need 150 write-in or sticker votes. State Senate candidates need 300.

 

In many respects, getting the required number of write-in votes is easier than getting the same amount of signatures, because you have more time to identify likely voters, get the stickers into their hands, and get them to the polls.

 

Rules for write-ins campaigns are not as stringent as many people think.  The misinformed often claim that a voter must spell the candidates name exactly, and write their address as well. This is not true. The standard set by the Secretary of the Commonwealth is: can the election worker discern the intent of the voter?  While it is possible that this interpretation could lead to Florida-like recount battles, this is rarely the case. Town and City Clerks understand their role in the process.  They know that if your name is spelled “Phaneuf” and a voter writes the name “Fanoof,” the voter clearly stated their intended vote.  Still, a pre-printed sticker removes all doubt…unless the voter places the sticker in the wrong place on the ballot! This is why the instructions to the voter are just as important as getting the sticker itself to them:

 

 

 

 

 

Communications

 

 

Communications

 

Building a viable communications infrastructure is a key component in every Town Committee’s effort to elect candidates.  Whether candidate or issue related, developing an overall communications strategy will make a significant impact on the credibility of your committee and the success of your operations.

 

Many believe that managing public relations is the sole responsibility of the candidates and the state & national parties.  Nothing could be further from the truth. Consider the following: If your own Town Committee were following all the right behaviors, how would anyone know unless you were effectively communicating your message to its intended audience?

 

Making the community at-large aware of the local Republican Party and its activities must be a core behavior for the Town Committee.  Don’t try and re-invent the wheel. Raise the profile of your Town Committee by choosing smart work over hard work.  Identify the decision makers and local media players; provide them with accurate, reliable information.  Building a mutual rapport with the local media will provide tangible benefits in the Town Committee’s effort to manage and deliver its message.

 

There are several components to an effective communications operation and these generally fit into two categories: Earned Media & Paid Media.

 

 

Earned Media

 

Earned media, or free media as it is sometimes called, is the publicity won when local news media including newspapers, radio and television stations cover your organization.  The Committee generates earned media via news conferences, press releases, public statements and personal contact with reporters.

 

Earned media is generally more effective than paid advertising for two reasons:

1. It builds credibility because an independent, recognized media outlet is reporting the Committee’s message and events.

2. It is an investment of time and effort but does not require the expenditure of precious financial resources.

 

When pursuing opportunities to gain earned media, first determine if your statement is newsworthy.  Remember: news outlets are in the business of selling news.  While there are no hard and fast rules to determine exactly what constitutes news, consider these guidelines when planning an earned media event or issuing a news release:

1. Is your event or statement out of the ordinary?

2. Is it timely?

3. Is it controversial?

4. Does it have local appeal?

5. Is it emotional?

6. Is it big?

7. Is there an element of conflict?

8. Does it involve celebrities?

9. Does it mention local folks?

10. Is it what people are talking about?

 

Another question you need to keep in mind is not whether people should care about your specific issue, but whether they will care.

 

Hints in Approaching Your Local Media

• No one expects each local organization to be professionals in media relations.  But in politics, nothing is more important than letting people know your Committee exists.

• Find a person interested in doing phoning, writing and follow-up work to serve as the public relations chairman.  Reporters appreciate having this person’s day and evening phone numbers as well as the ability to contact them as necessary.

• Keep track of the talk shows and newspapers in your area.  Maintain a local scrapbook.

• Always treat competing reporters equally.

• Be accurate!  Make sure names, statistics and dates are correct.

• Cooperate fully with reporters.  If one asks for details on a story, answer the reporter’s question without hesitation. If you don’t know an answer, say so and find out the answer.

• Never lie. Your credibility as an organization is at stake and the media has a long memory.

• Photos and the Media: Candid pictures are best. Identify the people in the picture, make sure to spell names correctly and include titles. Briefly explain what is taking place.  Local papers will usually print pictures of local people.  This is news and builds readership. REMEMBER, one good picture is worth a thousand words.

 

The State Party is available to help advise you on your communications program. 

 

 

Writing a News Release

 

Always make your news release look professional; it is more likely to be used. Adhere to the inverted pyramid style of writing.  This technique places the most important part of the release in the first paragraph, and each succeeding paragraph should be less essential.  Answer the “five Ws”: who, what, when, where and why in the lead paragraph.  Sentences should be short. Every release should make sense no matter where it’s edited.  It is important that format is uniform.  Keep these rules in mind:

 

1. Include a name and telephone number of your contact person in the release in case a reporter might have questions or need clarification. These items are usually typed in the upper right-hand corner of the release.

2. Double space, if possible.

3. At the top left-hand corner, give the release date. Usually “FOR IMMEDIATE RELEASE” is proper.

4. In the center, before the text of the release, type a brief headline to catch the essence of the news contained within the release.

5. Leave plenty of white space on your release.  Go down at least 2 inches from the top before beginning your release and leave about 1-1/2 inch margins on each side.

6. A good release is usually not more than one page.  If your release exceeds one page, type “more” at the bottom of the page. Then, in the upper left-hand corner of the next page, use “Add 1.” At the end of the release, skip a line or two and put “###” to note that the release has ended.

 

Content Guidelines

1. Will the information or news really educate & inform the intended audience?

2. Does the information answer the key question that readers or listeners may ask?

3. Is the significance of the information explained in terms of audience?

4. Is the copy sufficiently newsworthy to survive stiff competition for public attention?

5. Will the information further the objectives of your organization?  Is it useful?

6. Does the release accurately reflect the character and nature of your committee?

7. Will the release generate a follow-up story?  Be ready for the follow-up question, a good reporter will make sure it is coming. 

8. Are the facts, names and dates accurate?  Are the technical terms explained?

 

Style & Structure

1. Will the lead catch and hold the busy reader’s or inattentive viewer’s attention?

2. Will it produce a bright, eye-catching headline? Is the lead concise, to the point?

3. Do the facts of the story support the lead in fact and spirit?

4. Is it readable copy, stripped of superlatives? Is it curt, clear, and concise?

5. Is the copy written so as to preclude the charge that it is an effort to get “free advertising”?

6. Is the information presented as dramatically as possible with this set of facts? (Squeeze all the news value you can into your story, but don’t exaggerate.)

 

If the Committee can answer these questions affirmatively, the release should pass muster with the toughest-minded news editor.  News is anything timely that is interesting and significant to readers in respect to their personal affairs or their relation to society.  The best news is that which possesses the greatest degree of interest and significance for the greatest number of readers.

 

Sample Press Releases & Media Advisories:

 

SAMPLE #1, Press Release

 

SAMPLE #2, Press Release

 

 

 

SAMPLE #3, Media Advisory

 

SAMPLE #4, Media Advisory

 

 

Community Access Television (CATV)

 

Community access television is a local cable television channel that exists solely for the use of people in the town.  It exists because your local cable company provides it as a part of their license.  Normally, the community access television is only seen within a specific town, making it a great vehicle for communicating a message to a targeted audience.  For many communities, public access television is the major link with municipal events and political activities.  Everything from alderman meetings to talent shows to public hearings are broadcast on these channels.

 

Democrat candidates and local parties tend to take advantage of this resource much more often than their Republican counterparts.  We do this at our loss,  and despite the often low-quality of the content, the people who watch cable access are people who are interested in local affairs and are more likely to vote. 

 

Public access is also a right (free speech).  No one can deny you the use of facilities (studios, editing room, control room) provided appropriate conditions are met.  These conditions may include a yearly membership fee and successful completion of a course on how to use the equipment.  The membership fee varies.  For instance, Somerville Community Access Television charges $40 per year for equipment membership.  This allows you to borrow equipment for your productions.  Beginning classes are free, but will usually require a small deposit, to be returned upon completion of the class. Classes usually run about two or three hours, and are usually offered in the evening or on weekends.  Most beginning classes are divided into two sections (Editing I and Editing II) and both must be taken to be able to use the equipment.

 

Airing a Local Republican Show

Your committee should consider periodically taping a local Republican show and submitting it for broadcast.  Often, the cable access stations are so hungry for material that they will run your show over and over again.  Consider inviting Republican candidates, GOP elected officials, the Party Chairman, or anyone of note to come by to do an interview. 

 

Work in teams. Some people already have experience in working with community access television.  Also, trade tapes with other committees!  If your show is general enough, make copies and distribute them.  Some access stations have a limited membership (besides equipment membership) fee that will allow your group to air programs from other Town Committees, the State and National Parties or even allied organizations like GOPAC.

 

Community Bulletin Board

In addition to running a Republican show, your committee can place Republican announcements on the Community Bulletin Board, which lists local events.  For instance you may want submit a message similar to the following:

 

New Bedford Republican Party

will host 12^th Annual Dinner/Dance

Saturday, July 16^th at 7:00 p.m. at the New Bedford V.F.W.

for more information call 508-555-5555

www.NewBedfordRepublicans.org

 

NOTE:          The Community Bulletin Board is based on the same idea as the graphics showing the finals scores of sporting events.  Notices for the CBB are restricted to non-commercial announcements, and that is the ONLY restriction.  Don’t let anyone tell you otherwise (“We don’t run partisan ads...” “We have to give the other side time to respond.”)

 

 

Public Speaking

 

The ability to speak clearly and persuasively is an invaluable skill.  How effectively one communicates his or her message has a direct effect on the outcome of an election.  Whether meeting with individuals in the community or addressing large audiences, candidates must command attention, win support for their beliefs and solicit action.

 

Here are points to keep in mind when preparing to speak before large or small, formal or informal audiences:

 

Practice Makes Perfect:  Public speaking is a nerve-wracking experience for many people.  However, with practice your comfort level will increase significantly.  Deliver speeches in front of a mirror.  Find a supportive audience and ask them to critique.  Videotape your presentation.  

 

Know Your Audience and the Occasion:  Think about people’s background, experience, and disposition towards you and your message.  Also, the context and physical environment in which you will speak.

 

Know Your Message:  Have something important to say that is clear, easy to follow, and easy to understand.

 

Know Your Objective:  What do you specifically want your audience to think, feel or do following a presentation?  What impressions do you wish to make?

 

Know What Factors Hold Attention:  Strong content and an energetic, natural delivery can make a tremendous difference in a speaker’s effectiveness.  You must connect with individuals and fill the space with your voice and physical presence.

 

Know How To Handle Your Toughest Questions:  Maintain control and anticipate people’s concerns. Listen carefully before responding and get to the point.

 

Know Yourself:  What’s your style? What are your strengths?  Invite feedback and take responsibility for developing your interpersonal and public communication skills.

 

 

Voter Registration

 

 

Why Republican Registration Matters

 

As of October 2000, the largest voting bloc in Massachusetts is the unenrolled or “independent” voter with 49.3%.  The Democrats follow with 36.4% and Republicans number 13.6%.  The dominance of the unenrolled voter in Massachusetts is due, in large part, to the fact that the Commonwealth has very lax rules when it comes to voting in Party primary elections.  An unenrolled voter can ask for a Republican ballot at their polling place, thereby becoming a Republican, and switch back to Unenrolled after voting.  Massachusetts is not alone in this situation, as several states have made it easier for independents to vote in primary elections as a means of encouraging more participation among the electorate.  Needless to say, this does not bode well for membership in political parties, as it provides no incentive to join one. 

 

While Republican registration remains low, it is not entirely indicative of people who consider themselves Republican.  Polls demonstrate that a greater number of voters consider themselves Republican than are actually registered so (at least 25%).  This is also seen in the base Republican vote in the 1998 election, where the Republican candidate with the lowest statewide vote received more than 30%.

 

The overall trend in Republican registration has been relatively positive over the past 14 years.  The low point for Republican registration came in February 1988, when Massachusetts was 7.1% Republican, 46% Democrat and 41% Unenrolled.  Since then, Republicans have added 165,659 voters while the Democrats have added only 83,226. During this time, 770,830 people have swelled the ranks of the unenrolled voters.

 

This is not to argue that we are approaching anything close to parity with the Democrats.  Clearly, we need to work at registering thousands of additional Republican voters before we have a base vote that is comparable to theirs.  Since registering as a member of a specific party is not required to participate in primary elections, the voters who take the step of actually registering Republican are the core faithful of our Party.  Boosting that number boosts the Republican base vote—people whose votes our candidates can count on, and who don’t need to be courted as heavily.

 

We feel that with concerted effort, we can bring GOP registration up to 20% statewide by 2010.  This goal will be realized only with the constant effort of our local Republican parties setting annual goals for voter registration and implementing creative plans to attract independents, Democrats, and new voters into our Party.  For this to happen, we need to register 52,000 new Republicans every year.  For the average municipality, this translates to 150 new Republicans.

 

Sounds difficult?  You bet it is, but it only sounds difficult because we have not had a specific plan in place to conduct these programs year after year.  In pursuing our voter registration goals, Town Committees must be focused on three things:

• Repetition

• Creativity

• Energy

 

Every Town Committee should have a registration program that they conduct year after year.  As with every other core activity of a Town Committee, this needn’t be done entirely by the Chairman.  Form Grassroots Sub Committee to tackle the voter registration and get-out-the-vote (GOTV) operations of the committee.  Appoint a committee of members representing all the precincts to make up this committee.  It is their responsibility to design and implement the Town Committee’s Voter Registration Plan (GOTV is discussed in a later section).

 

We will describe below how exactly one registers to vote, and some specific programs worth implementing.  We have also included a town-by-town breakdown of voter registration and some numbers that committees should be targeting.

 

 

Registering to Vote

 

Who may register to vote?

Any citizen of the United States who is a Massachusetts resident and who will be 18 years old by Election Day may register to vote.  Students from other states are also eligible to register to vote in Massachusetts.  Once the student registers in Massachusetts, a notice of registration is mailed to the election officials of the student’s former home.  Students should check with their financial aid office for any effect on financial aid.

 

How often must I register?

Just once. Registration is permanent in Massachusetts.  You need register again only if you:

• Move to another city or town.

• Change your name.

• If you move within your community, notify your registrars of voting in writing.

 

When and where may I register?

There is no waiting period to be eligible to register.  If you move, you may register to vote as soon as you move into your new home.  Most city or town clerks or election commissions will register you in your city or town hall during regular business hours and during special registration sessions before elections.  Call your city or town clerk or election commission for specific times and places in your community.  Students may register at their local high school.  Massachusetts voters can also choose to register when they apply for a new driver’s license.

 

Are there registration deadlines?

Yes. Registration is closed for a brief period before each election to allow election officials time to prepare the voting lists. Closings occur:

• 20 days before all primaries and elections and/or

• 10 days before special town meetings.

If you register during a “closed” period, you will be eligible to vote only in later elections.

 

How do I register?

Go to one of your local registration places and complete an affidavit of registration, which must be answered truthfully under penalty of perjury.  The questions on the affidavit will include your name, residence and date of birth.

Upon registration, your name, address and party preference will be added to the voting list of your city or town. This list is used on Election Day to identify and check off the names of registered voters when they come to the polling place to vote.

 

How do I register if I am physically disabled?

Write to your local registrars of voters to request an application, fill it in and return it so that your application is received no less than three days before the close of registration for the election.  Two registration officers will come to your residence, rest home or hospital and register you, if you cannot go out and register.

 

Helpful Resources

Instructions and requirements for voting may be found at the Secretary of State’s website at www.state.ma.us/sec/ele/eleifv/howreg.htm.

 

Individuals can also request to have a voter registration form sent to them by filling out information on the Secretary of State’s website: www.state.ma.us/sec/ele/elestu/stuidx.htm.

 

For further information, contact the Elections Division of the Secretary of State’s Office. One Ashburton Place, Room 1705, Boston, MA 02108 (617) 727-2828.

 

 

Registration Programs

 

Mass Mailing to new residents:

Once per year, write a letter to people who have registered to vote but have chosen to be unenrolled over the previous 12 months.  These are people who have either moved into town or have registered to vote for the first time.  The object is to entice these newly registered voters into registering as Republicans.  The letter should market the Republican Party in terms that will effectively reach the independent swing voter. 

 

You will want to obtain the list of newly registered but unenrolled voters from your town clerk, as they will be able to construct a voter list based on date of registration. 

 

GOP Registration Booths:

Operating Republican-sponsored voter registration booths is also an effective way to both register new Republicans and boost the profile of your organization.  The best time to do this is at the local town festival, where there are a number of booths set up selling one product or another.  Setting the booth up is easy:  all you need is a folding table, some signs, voter registration documents, and some Republican promotional materials.  Doing this once a year can have a great effect on your registration numbers. 

 

Additionally, the civic nature of this activity can increase the goodwill that voters have for the local Republican Party, which will lead to their being more open to voting for local GOP candidates.  Many committees want to do charitable activities to increase their profile: this may be an admirable impulse, but it is not an activity that is as complimentary to our overall mission as conducting voter registration drives. 

         

Registering High School Students

Welcome high school students to their responsibilities as full citizens by registering them to vote.  Find a way to reach new high school seniors every year.  This might be through mailing them, or getting permission from the school to distribute flyers and voter registration information to them.  While many would argue that young people don’t vote Republican, the fact that we’re making the effort to register them will make a difference in many of the undecided students’ minds. 

 

Voter Turnout

 

Get-Out-the-Vote

 

The most critical activity that Town Committees can do to help Republican candidates is getting out the base vote on Election Day.  Get-Out-The-Vote (GOTV) programs consist of targeting specific voters friendly to GOP candidates and making sure that they get to the polls.  GOTV programs truly make the difference between victory and defeat.  It has been shown that a well-executed GOTV program can add two to four percent to your candidates’ total vote margin.

 

GOTV programs are designed to reach those voters who generally support Republican candidates.  Using phone calls and mailings, these targeted voters are given messages designed to motivate them to get to the polls and support Republican candidates on Election Day.

 

Research demonstrates that 10 to 15 percent of voters don’t decide whom they’re voting for until Election Day.  Another 25 percent of the voters make their decision in the final days before the Election.  That is why it is critically important to implement an energetic GOTV program.  Your GOTV activities should begin seven to ten days prior to Election Day for maximum effectiveness.  However, your outreach committee should start planning your program several months in advance.

 

Also, your GOTV activities should be coordinated with the Republican candidates running in your community.  Inform your candidates about your plan and identify if there is any overlap with their activities.  More likely than not, the candidate will be thrilled that the Town Committee is conducting a program to turn out the Republican vote, as this frees up the candidate’s resources to concentrate on persuading swing voters.

 

 

Targeting the Right Voters

 

Each Committee should work with the MassGOP and the Town Clerk to acquire a current voter list for its community.  The voter lists that the MassGOP provides are matched with phone numbers, voting history, and census data. This information enhances your ability to contact voters and allows you to accurately determine which voters are most likely to go to the polls on Election Day.  The last thing a Committee wants to do is to waste finite resources courting voters who aren’t going to vote or worse¾aren’t going to vote Republican.

 

Targeted voters are generally registered Republicans and registered unenrolleds that have been identified by the candidates as likely supporters.  If the candidate is running a good campaign, they will be identifying supportive voters by door knocking and targeted phone calls.  Town Committees will want to work with candidates to exchange voter information and coordinate the overall GOTV program. 

 

Depending on its budget, Town Committees should target GOTV resources toward the following voters, in order of importance.

1. All Registered Republicans

2. Registered Unenrolleds who pulled Republican ballots in a previous primary election

3. Identified unenrolled voters that your candidate has given to the committee

 

Whenever possible, Town Committees will want to work with candidates to divide GOTV responsibilities.  If so, your Town Committees can take responsibility for registered Republicans, freeing up the candidate to concentrate on unenrolled voters.

 

 

Effective GOTV Activities

 

Town Committees must prioritize your GOTV programs according to the number of available volunteers.  Remember to be realistic when outlining the Committee’s GOTV efforts.  It is more effective for the Town Committee to undertake one or two activities and do them well than to unnecessarily stretch resources among many activities with marginal results.

 

Among the GOTV activities that Committees can undertake, the following priority list should apply:

1. Advocacy Phone Calls

2. Absentee Ballot Program

3. Advocacy Mail

4. Poll Checking &  Follow-up Phone calls to targeted voters

 

Remember to coordinate the Town Committees efforts with the Massachusetts Republican State Committee and the local GOP candidate to avoid unnecessary duplication of duties.  If there is a major statewide candidate running, chances are that the State Party will be doing a great deal of GOTV work to drive the Republican base. 

 

 

Advocacy Phone Calls

 

If the Town Committee can only implement one GOTV program, advocacy calls should be the first priority.  Get-Out-The­-Vote phone calls remind voters on or before Election Day to vote.  Studies show a reminder phone call on Election Day can improve Republican turnout by as much as 10%, and a phone calls the weekend before the election are even more effective.

 

The first volley of calls in an effective phone program should be an advocacy call on behalf of the Republican slate.  Advocacy calls should take place in the first half of the week prior to the election, motivating your targeted voters to get to the polls on Election Day. A sample script might read:

 

The second round of calls should be completed Sunday through the Monday evening  prior to Election Day.  These calls serve as a reminder that Election Day is approaching and reinforce GOP candidate name recognition. A sample script might read:

 

The final round of calls are made as a part of the Committee’s Election Day strategy.   An ideal GOTV program will have workers manning the polls during election hours (Poll Checking will be discussed in greater detail later in this chapter).  One person should stand behind the official poll workers with a voter list, checking off voters as they cast their ballots.  At noontime, someone from the Committee should collect the precinct results.  Through the afternoon, a volunteer phone bank should call targeted voters who have not yet been to the polls:

 

As with all GOTV activities, the Committee’s phone program should be designed to work in conjunction with GOP candidates to ensure all targeted voters are reminded to cast their ballot.   Town Committees should have drivers lined up to give voters a ride to their respective polling places to ensure that GOP candidates get every last vote possible.

 

 

Absentee Ballot Program

 

A big way to boost Republican vote totals is to conduct an absentee ballot program.  The Town Committee will not actually send the voters the absentee ballots.  Rather, the Committee will send them an application for an absentee ballot that the voter can then send to the Town Clerk.

 

Voting Absentee: The Basics

Generally speaking, a citizen may vote absentee if they are registered but unable to vote at the polls on Election Day because:

• The voter is out of town or unable to vote on Election Day

• The voter has a physical disability

• Religious beliefs prohibit the voter from going to the polls

• The voter has work obligations

 

(SPECIAL NOTE: A voter can also vote up to a week early at the town or city hall. If members of the Committee are volunteering on Election Day, this is a great way to maximize their time and ensure that they vote)

 

Voters must fill out an absentee ballot application form prior to receiving an absentee ballot.  Applications for an absentee ballot must be submitted to the city or town clerk no later than noon on the day before the election.  Applications may be mailed or hand delivered and voters may use any form of written communication (letter or postcard), or the official application form.  For unenrolled voters wishing to participate in party primaries, voters must indicate which party’s ballot they desire.  Completed absentee ballots must be received by the time the polls close on Election Day.

 

The ballot will be sent to any address the voter specifies, including his or her own home.  Voters must take care to apply early, because the ballot is required to be sent via mail unless other arrangements are made with the local town clerk or election commission. 

 

When applying for an absentee ballot, the following checklist is the information that is required:

• The voter’s name as registered.

• The voter’s registration address.

• The voter’s Ward and Precinct, if known.

• The address to which the voter wishes the ballot sent.

• In a primary election, the party ballot the voter wishes.

• The voter’s signature.

 

Once the ballot is received and used, it can then be: a) mailed back to the town clerk or b) you (or a family member) may hand deliver the ballot in person to the town clerk.

 

 

Conducting a Successful Absentee Ballot Program

A successful absentee ballot program can play a big role in winning elections. First, determine how many people need to be mailed an absentee ballot application. The amount of money to allot for this project will determine the number of targeted voters. If the resources are available, mail every registered Republican in the district, as well as every targeted unenrolled voter that your candidates have already identified. If the committee is on a limited budget consider the following levels of priority:

1. Republicans over 65 years of age

2. Targeted unenrolled voters over 65 years of age

3. All Republicans

4. All targeted unenrolled voters

 

Absentee Ballots may be applied for up to 45 days in advance of the election.  It has been found to be most effective when the program is designed so that the applications are delivered to the voters about 35 days prior to the election.

 

When mailing the list of absentee ballot applications, include a brief letter from the Town Committee Chairman communicating who’s up for election, the importance of voting, explaining how and why someone would want to vote absentee.

 

Sample Absentee Ballot Program Schedule:

 

          Days Before         

Date  Election      Activity                                                      

 

9/26            40      Applications Dropped in mail, bulk rate

10/1            35      Applications arrive in voters’ mailboxes

10/3            33      Volunteers make follow-up calls to application recipients

10/16          20      Request list of absentee applicants from town clerk

10/19          17      2^nd Follow-up with people who haven’t applied for ballot

10/26          10      Request list of absentee applicants from town clerk

10/31          5        Volunteers call absentee voters with advocacy message

                            

Overall, the absentee ballot program will include mailing targeted voters an absentee ballot application and following up with those people in order to urge them to apply for and vote via absentee ballot if they are unable to make it to the polls.

 

 

Advocacy Mailings

 

When possible, each Town Committee should use a significant portion of its resources to reach voters via direct mail. These mailings are sent to targeted voters reminding them when to vote and why.  These mailings may also contain the slate of Republican candidates running for office. In terms of overall cost and effectiveness in reaching targeted voters, pre-printed direct mail postcards are the best option for advocacy mailings.  

 

If the committee has implemented an advocacy phone calling and absentee ballot program, it will have already compiled a list of Republicans and targeted unenrolled voters.  If the Committee does not have the financial resources available to mail the entire list, refer to the priorities outlined in the “Targeting the Right Voters’ section.

 

Contact the Massachusetts Republican Party for direct mail samples and suggestions.

 

 

 

Poll Checking

 

The final touch on a comprehensive GOTV program is poll checking on Election Day.  More than just a way to spot check and prevent voter fraud, poll checking is critical to achieve maximum turnout for your targeted voters.

 

Poll checking allows your committee to know who has, and more importantly, who has not voted on Election Day.  This information affords your committee once last chance to motivate your targeted voters who haven’t voted to do so.

 

Beginning with a list of voters identified as favorable to your candidate, divide that list by the precincts for each polling location.  The names on the precinct lists should be placed in the same order as your registrar of voters or town clerk.  Most voter lists are sorted by street address, but double check with the town clerk before beginning printing and sorting.

 

A poll checking sheet should resemble the following:

 

Wd.	Prec.	First Name	Last Name	Street Address	Party	Phone	VOTED
1	5	John	Volpe	12 Chestnut Street	R	(617) 555-9826
1	5	Christian	Herter	13 Chestnut Street	R	(617) 555-1245
1	5	Robert	Bradford	34 Delano Street	R	(617) 555-2373
1	5	Leverett	Saltonstall	37 Delano Street	R	(617) 555-0921
1	5	Channing	Cox	38 Delano Street	R	(617) 555-3289
1	5	Frank	Allen	2 Edgewater Ave.	R	(617) 555-1937
1	5	Calvin	Coolidge	4 Edgewater Ave.	R	(617) 555-3875

 

A poll checker is legally allowed in the poll location, but cannot have any campaign paraphernalia with them.  As voters enter the polls and receive their ballot, the poll workers are required by law to repeat the name aloud so that poll checkers may hear the name.  The poll checker should then mark the favorable voter’s name as “voted.”

 

At 1:00PM, a designated runner should stop at all the polls and pick up the poll-checking sheets.  These lists should immediately be returned to the committee’s phone bank location so that volunteers can begin calling those targeted voters who have not yet been to the polls as part of the advocacy phone call program.

 

Some Town Committees choose to do two rounds of poll checking, one at 1:00 p.m. and another one at 4:30 p.m.  In order to do this effectively, your poll checker will need to have two targeted voter lists, with a sheet of carbon paper between each sheet.  This is done so that the poll checkers still have a viable list to work from after they have given their first voter list to the runner.

 

Fundraising

 

 

Fundraising: The Last Ingredient

 

If you don’t have a political plan there is no need to fundraise.  Committees raise money to finance specific political activities that they have outlined on paper.  Without a plan, Committees are not justified in asking members of the community for financial assistance.  Your Committee’s fundraising will come from four different areas:

• Direct Mail

• Events

• Major Donors

• Membership Dues*

 

* While Town Committees are legally not allowed to require annual membership dues, an informal dues request is acceptable and appropriate.

 

Some important things that you want to consider when approaching the business of fundraising are:

 

Preparation

• Organize a team to help you raise money.

• Timeline a calendar and set deadlines for each phase of every project.

• Prepare an individual budget for each project.

• Set a goal to exceed 50 percent income over expenses.

• Choose programs that fit your situation.

 

Attitude

• Aim high, but be realistic.

• Be a cheerleader.

• Give praise.

• Listen to your team members’ ideas—and implement them whenever practicable.

 

Accountability

• Make sure every one of your finance people has a different assignment.

• Follow up on a definite schedule.

 

 

Establishing the Plan

 

Once you have a political plan outlining your Committee’s projected cash expenditures, it is then necessary to construct a fundraising plan to meet those financial needs.  Your finance plan must be written.  A written financial plan lends structure and credibility to your fundraising efforts, and defines goals and your members’ responsibilities.  Your financial plan should consist of four parts:

1. Summary Page – List fundraising programs.  Indicate amounts to be raised and cost of the program. Total columns at bottom of page.

2. Narrative – a detailed description of each program including date, organization, theme, supplies needed, projected gross and net income, personnel needs and cost estimates.

3. Calendar – should be drawn for each month, event dates, literature drops and deadlines. This will show “crunch” dates when money will be needed.

4.     Job Descriptions – should be written for each member of fundraising team so all will understand their roles.

 

 

Finance Committee

 

Like the other major areas of your operation, you will want to appoint a Finance Committee that will be responsible for planning and orchestrating a successful fundraising plan.  The head of your Finance Committee should be an individual with a high profile in the community who has the drive and organizational ability to implement the finance plan, and who has good connections to solicit donors.

 

One factor that makes it somewhat easier for Town Committees to raise significant funds is that they are allowed to take larger contributions than candidates.  While a candidate committee can take a maximum donation of $500 from an individual during a calendar year, Town Committees can take contributions up to $5,000 per calendar year.  It should be noted that a Town Committee may only contribute $1000 in cash assistance to a candidate but can spend an unlimited amount on coordinated in-kind assistance (i.e. paying for a candidate’s push cards, mailings, headquarters, etc.).

 

With a strong plan and an organized approach, there is no reason that the average Town Committee can’t raise several thousand dollars per year to support its programs.

 

 

Donors: How to Get & Maintain Them

 

Who is a donor?

q       Friends and Family: these are people who will donate to you no matter what your beliefs are.  They are helping you because they know you and like you and trust you.

q       Ideologues: These are people who are supporting you because you are a Republican, or because you share a special interest.

q       Access Donors: These are most often community or business leaders who want or need access to the local elected officials for one reason or another.  Most often they do not care what party you belong to, but that they can have an open dialogue with you if necessary.

 

Where do I find potential donors?

The first place to look is among people who have donated to Republican candidates, PACs, and causes through the years.  NOTE: It is illegal to use Federal Election Commission (FEC) reports as a source for names to prospect.  Committees can legally obtain lists of donors to Massachusetts state candidates and committees at the Office of Campaign and Political Finance.  You can also access most of those records via the web at www.state.ma.us/ocpf. 

 

How do I get donors to give me money?

You ask them.  But, there are different ways to ask, as well as different ways certain people like to be asked (events, letters, etc.).  Regardless of how the request is made, remember to convey three things to all donors:

 

q       Urgency: A donation is needed as soon as possible.  You do not want them to throw away the letter or misplace it.  How many times have you forgotten about a bill only to receive a red tagged “danger of late fee” bill? For this reason it is important to express urgency.

q       Specificity: Outline how the Committee spends its money.  This can be specific, such as mailings or newspaper ads, or abstract, such as conveying that you will be listening to the sound advice of others.  It is important to demonstrate that the committee has its spending priorities in place.

q       Electability: People want to donate to a winner, someone who can win or have the ability to win.  Tell them why you can win if you have the proper funding.  Issues don’t generally work as well as showing that this particular race is winnable or a goal attainable.

 

 

Fundraising Letters

 

The most effective method for Town Committees to raise funds is through fundraising letters soliciting local Republicans for contributions.  Consider conducting these mailings several times per year.  The target of these mailings is the list of active donors compiled by the Committee.  One letter should be a prospecting piece to help build the size of your fundraising list, and should go to registered Republicans in your community.  Committees may choose to solicit every registered Republican, or you may pare the list down to target people more likely to contribute.  Targeted mailings only solicit Republicans in a certain age group, or Republicans who vote frequently by using voter history.

 

The Chairman or another Republican of note, such as a local Republican elected official, should sign your fundraising letters.  Your letters should be informative, letting potential donors know what the Committee is doing and what you have planned for the coming election cycle.  Additionally, letters should be grammatically impeccable—the State Committee staff is happy to proofread letters and offer suggestions.
 

Sample Fundraising Letter:

 

 

 

 

Events

 

Special events are not only a great way to raise capital, but they also increase awareness and build excitement around your Committee.  When holding an event, you need to establish a realistic target figure to be raised (after expenses) and work backward from there.  You will want to secure a speaker for your event who will draw attendees in at the agreed upon ticket price. Where possible, look to utilize donated space and resources.

 

Sample 8-Week Timetable for Fundraising Dinner

Beginning 60 days before the dinner, the following check list should be used to make sure all aspects of your dinner are being handled.  Since many of these steps require advance preparation, it is wise to look ahead.

 

 

WEEK ONE

ü      Event goals determined.

ü      Speaker appearance date confirmed. Dinner site confirmed.

ü      Speaker, Event Chairman & Event Co-Hosts (ticket salesmen) named.

ü      Send press release.

ü      Invitations ordered from printer.

 

WEEK TWO

ü      Kick-off meeting with event co-hosts on ticket sales—prospects assigned.

ü      Special committee meets to handle sales of tables/group sales.

ü      Mailing to surrounding Town Committees & Regional GOP organizations.

 

WEEK THREE

ü      Event co-hosts meet to report ticket sales, assign prospects to new salesmen.

ü      Send out press release & photo of meeting.

ü      All chairmen meet to ensure well-coordinated effort.

ü      Event Chairman carefully checks dinner site.

ü      Event Chairman secures entertainment, makes reception arrangements.

 

WEEK FOUR

ü      Event co-hosts meet to report, assign prospects to new salesmen.

ü      Event Chairman visits with caterer to set menu & beverages.

ü      Rough draft dinner program.

ü      Press release: speaker’s biography and photo.

ü      Public Relations Chairman prepares any advertisements.

 

WEEK FIVE

ü      Review work done to date.

ü      Treasurer begins writing thank-you letters to ticket purchasers.

ü      Event co-hosts meet for follow-up.

ü      Dinner chairman plans physical arrangements, orders supplies.

ü      Event co-hosts recruit new salesmen from contributor list.

ü      Public relations chairman begins work on press kits.

ü      Invite head table guests.

 

WEEK SIX

ü      Event co-hosts meet for report. Assign prospects to new salesmen.

ü      Meeting of all chairmen for coordination of activities.

ü      Event Chairman lines up head table, guests.

ü      Public Relations Chairman places any advertising spots.

ü      Invitations sent to special out-of-town guests.

ü      Special invitations sent to key Republicans.

ü      Ticket sellers meet for final push.

ü      Mailing to prospects who will not be contacted personally.

 

WEEK SEVEN

ü      Head table guests confirmed.

ü      Final draft of dinner program.

ü      Master of Ceremonies named. Press release.

ü      Dinner program ordered from printer.

ü      Speaker itinerary confirmed. Press release.

 

FINAL WEEK

ü      Event Co-Hosts meet for reports and final push.

ü      Tickets and press kits furnished to the press.

ü      Press conference with guest speaker and local Republican leaders day of the event.

ü      Event Chairman finalizes all details.

ü      Event co-hosts phone ticket sales total.

ü      Estimated event attendance furnished for caterer.

 

 

Play-by-Play of the Actual Event

If necessary, greet speaker at airport or hotel with accommodations arranged in advance, news conference (if applicable), reception and dinner.  Below is a recommended sequence of events:

1. Introduction of clergyman (all stand) *

2. Invocation *

3. Pledge of Allegiance and/or National Anthem

4. Dinner

5. Chairman’s introduction of Master of Ceremonies

6. Introduction of head table and special guests

7. Presentation of official who introduces the speaker

8. Speaker

9. Chairman or Emcee thanks speaker and guests

10. Benediction *

 

* optional

 

 

Day of the Event Checklist

ü      Contract and insurance on hall or site

ü      American Flag / Massachusetts State Flag

ü      Decorations

ü      Head table

ü      Entertainment (if applicable)

ü      Floor plan

ü      Schedule for event

ü      Printed programs

ü      Lighting

ü      Sound system

ü      Parking

ü      Menu

ü      Guarantee to caterer

ü      Complimentary tickets to dignitaries

ü      Bio sketch of guest speaker for introduction

ü      Master/Mistress of Ceremonies

ü      Invocation

 

 

Post Event

ü      Press release to local media on event outcome

ü      Collect all the money committed for the event.

ü      Send out thank you letters to workers and later contributors

ü      Pay your bills

 

 

Major Donors

 

Major donors are an important part of your effort to raise capital.  Major donors are recruited through personal solicitation of the Town Committee Chairman, Finance Chairman, or local Republican elected officials.

 

Great effort should be out into perpetuating their contributions so that it becomes second nature for your affluent local contributors to simply give the $500 or $1,000 check every year.  Annualizing these donors’ contributions may be done through the creation of major donor clubs.  Asking for renewal in a club is easier than prospecting for new givers.  Once established, this program should continue year after year to confirm its reputation and influence.  Major donors must be involved with your committee.  You should take great care to keep major donors informed of your activities and solicit their input on the management and growth of the committee.

 

There should be two or three levels of club membership.  As an example:

·         Active Members               $50 per year

·         Silver Elephants              $100 per year

·         Golden Elephants            $500 per year

·         Diamond Elephants         $1,000 per year

 

You should target individuals to be new major donors.  Good prospects for your major donor clubs are:

·         Local business owners

·         Major donors to Republican candidates

·         Current donors who could move up to a higher level

 

Try to find some connection between a member of the Committee and the prospective major donor.  Set up a meeting where you outline the Committee’s strategic goals and plan for attaining them.  Demonstrate the impact their contribution will make on the Committee’s political operations.

 

Guidelines to successful personal solicitation of major donors:

·         Explain that the person is making an investment in a better future based on his/her values & ideals.

·         Be optimistic, sincere and exited about the Party.

·         Be convincing.  Show that you believe in the programs being funded.

·         Be Flexible.  Close the deal when you sense the person is ready.

·         Look at the situation from the potential donor’s point of view.

·         Communicate with potential contributors on their level; for instance, you should approach business leader with the assistance of another respected member of the business community.

·         Tell the potential contributor how the money will be used.

·         Refer to the “community” and the Party’s involvement therein.

·         Do not over-sympathize with your prospect. Never begin with, “I know it’s a lot to ask, but…”

·         Do not leave without a firm commitment or a check in hand.

·         Ask for names of other people who might be interested in involvement.

·         Invite them to attend Town Committee Meetings and events.

 

 

Campaign Finance Rules

 

Resources are readily available for you and your committee’s Treasurer to stay in compliance with campaign finance laws.  The Massachusetts Office of Campaign & Political Finance (OCPF) is the body that regulates your committee’s financial activities.  They exist to assist Party committees, PACs, and candidates in adhering to the finance laws that the legislature enacts. Through its website and the various manuals it publishes, OCPF isbe a helpful resource for the Committee.  Visit their website at: www.state.ma.us/ocpf for more details.

 

Some quick points:

·         Government employees may neither solicit donations, nor may their name ever appear on an invitation for a fundraising event—not even if donations are merely “suggested.”   

·         A donor may contribute up to $5,000 to a local party Committee (note: donors are limited to donating an aggregate total of $5,000 annually to party committees, so if someone gives $4,500 to the State Committee, they are not allowed to give any more than $500 to their town committee).

·         You must report the name and address of every contributor whose annual contributions are more then $50.

·         You must report the employer & occupation for every contributor whose annual contributions are more then $200.

·         There is a difference between State & Federal party campaign accounts. Generally speaking, Town Committees do not operate federal campaign accounts because of the additional regulatory burden establishing such accounts would impose and because spending on federal campaigns is really outside the scope of a town committee’s core responsibilities.

·         Your committee may donate up to $1,000 for candidates seeking a Massachusetts office.

·         Your committee may contribute an unlimited amount of coordinated in-kind assistance to candidates seeking a Massachusetts office.  This assistance may be entirely coordinated with the candidate’s campaign.  This means that your committee can purchase an unlimited amount of goods & services or pay outstanding invoices for the candidates that your committee supports.

·         Contributions may not be earmarked for a particular candidate; you may say that your committee plans to assist candidates, but you may never say or guarantee that a particular donation will go to support the efforts of a particular candidate.

·         Committee Treasurers are responsible for the timely and accurate reporting of your committee’s financial transactions.  Treasurers are legally responsible for adhering to campaign finance rules.

 

 

 

©2004 Massachusetts Republican State Committee

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