JohnsonCountyDemocraticParty

2016IowaCaucus
RetrospectiveReport
April9,2016

Preparedby:
DavidShafer<
david.shafer@gmail.com
>
MelanieGross<
melaniegross@gmail.com
>

JohnsonCountyDemocraticParty
2016IowaCaucusRetrospectiveReport

TableofContents
1.Introduction
2.SummaryofResults
2.1.Whatwentwell?
2.1.1.Collaboration
2.1.2.CaucusSites
2.1.3.Volunteers
2.1.4.Training
2.1.5.Materials
2.1.6.Registration
2.2.Whatcouldhavegonebetter?
2.2.1.CaucusSites
2.2.2.Volunteers
2.2.3.Training
2.2.4.Materials
2.2.5.Registration
2.2.6.Process
2.3.Howcouldweimprove?
2.3.1.Scheduling
2.3.2.CaucusSites
2.3.3.Volunteers
2.3.4.Training
2.3.5.Materials
2.3.6.Registration
2.3.7.Process
3.AppendixARawResults
3.1.Whatwentwell?
3.2.Whatcouldhavegonebetter?
3.3.Howcanweimprove?
4.AppendixBAttendees
5.AppendixCTimeline

JohnsonCountyDemocraticParty
2016IowaCaucusRetrospectiveReport

1.Introduction
OnFebruary22,2016,theJohnsonCountyDemocraticPartyofJohnsonCounty,Iowa,helda
2016IowaCaucusRetrospectivemeetingforthecountysprecinctcaucuschairsandother
interestedpersons.Thepurposeofthemeetingwastogatherfeedbackonthe2016Iowa
Caucuses(heldonFebruary1,2016),andgenerateideasforthefuture.

Themeetingwasheldfrom7:00to8:30p.m.attheIowaCityPublicLibraryinIowaCity,Iowa,
withDavidShaferandMelanieGrossservingasfacilitators.Thefacilitatorssentinvitationsvia
emailtoallcountyprecinctcaucuschairs,andaFacebookeventsharedwiththeJCDems
CaucusChairsprivategroup.Themeetingwasalsoadvertisedonthelibraryscalendarof
eventsandopentothepublic.

Therewereapproximately33peopleinattendance.Attendeesdividedinto5groupswith
approximately67peopleineachgroup.Afterintroductions,settingexpectationsandground
rules,thegroupswereaskedtodiscussthreequestions,andthenreporttheirresultstothe
room.Thethreequestionswere:Whatwentwell?,Whatcouldhavegonebetter?,andHow
canweimprove?Facilitatorsrecordedtheresultsreportedbyeachgroup.

OnMarch7,2016,thefacilitatorssharedadraftofthisreportwiththecountysprecinctcaucus
chairsthroughaGoogleDocslinksenttotheJCDemsCaucusChairsprivategroup.Thedraft
wasopenforcommentsuntilApril9,2016.

JohnsonCountyDemocraticParty
2016IowaCaucusRetrospectiveReport

2.SummaryofResults
Thefacilitatorshavesummarizedtheresultsreportedbyeachgroupandprovidedadditional
explanationbelow:

2.1.Whatwentwell?
2.1.1.Collaboration

JohnsonCountyDemocratscollaboratedwithJohnsonCountyRepublicansearlyinthe
process,anditbenefitedbothparties.Thetwopartiesworkedtogethertodetermine
caucussitesandpurchaserequirednewspaperadvertising.
Caucuschairsbenefitedfromworkingcloselywithcampaignsprecinctcaptains,many
ofwhomvolunteeredtohelpwithcaucuslogistics,andalsoprovidedadditional
volunteers.

2.1.2.CaucusSites

Wheresiteshadadditionaloverflowspace,theywerebetterabletodealwith
unexpectedturnout.
ThesatellitecaucusatOaknollretirementcommunitywasawelcomeaddition.
Atsomeschools,caucuschairsfoundschoolemployees(particularlycustodialstaff)to
behelpfulresources.

2.1.3.Volunteers

Havingmorevolunteersresultedinabetterprocess.
Attendeesstressedtheimportanceofadequatelystaffingregistrationtables.
Somesitesmadegooduseofteenvolunteers,eventappingintoschoolsSilverCord
programs,whichrewardstudentsforvolunteeractivities.
Somesiteshadonevolunteerdedicatedtothetaskofverifyingnewregistrants
addressesagainsttheprecinctmap.

2.1.4.Training

Inpersontrainingsessionshelpedcaucuschairsfeelbetterprepared.
Scheduledtestsofthestatewidereportingappexposedtechnicalissuesinadvanceand
alsohelpedfamiliarizecaucuschairswiththeapp.

2.1.5.Materials

Caucuschairsbenefitedfrompreparingadditionalmaterials,beyondthoseprovidedto
them,forexample:
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JohnsonCountyDemocraticParty
2016IowaCaucusRetrospectiveReport

Summaryofimportantpointsfromtheprecinctcaucuschairhandbook
Prenumberedindexcardstocountparticipants
Ticketsorcardstoidentifythoseparticipantswaitinginlineat7:00p.m.

2.1.6.Registration

Somesitesbeganregisteringattendeesasearlyas5:30p.m.
Havingmultipleregistrationlineshelpedspeeduptheprocess.

2.2.Whatcouldhavegonebetter?
2.2.1.CaucusSites

Manyvenuesweretoosmallforthenumberofattendees.
Mostcaucussitesdidnthavesoundsystems,andcaucuschairsfounditdifficultto
makethemselvesheardoverthecrowds.
Atmanysites,therewasntadequateseatingfortheelderlyandpeoplewithmobility
impairments.
TheUniversityofIowaandIowaCityCommunitySchoolDistrictwereperceivedas
beingonlyminimallycooperative.Precinctcaucuschairsreportedavarietyofproblems,
suchas:
refusingtocancel,reschedule,orrelocateschooleventswithmonthsofadvance
notice
refusingtoallowtheuseofroomsthatwereotherwiseemptyandavailable
refusingrequestsforadvancescouting
refusingaccessbefore6:00p.m.tosetuponcaucusnight
notprovidingenoughtables
Somesitesheldcaucusesformultiplepartiesormultipleprecincts.Atsomeofthose
sites,therewasinsufficientcoordinationbetweenthevariousgroups.
Childcaregenerallywasntavailableatcaucussites.

2.2.2.Volunteers

Manysitesreportedtheyhadinsufficientvolunteers,especiallyforregistrationand
signin.

2.2.3.Training

Precinctcaucuschairswereuncertainoftheirauthority,forexampleinworkingwith
caucussitesrepresentatives.
Manycaucussecretarieswererecruitedatthelastminute,andwhiletheywerecrucialto
theprocess,theydidntreceivethesametrainingthatcaucuschairsdid.

JohnsonCountyDemocraticParty
2016IowaCaucusRetrospectiveReport

2.2.4.Materials

Mostprecinctsdidnthaveenoughsuppliesforthenumberofattendees(particularlynew
votersigninforms,newvoterregistrationforms,andobservernametags).
Manyprecinctchairsreportedthehandbookwasntorganizedeffectively,andsome
createdtheirowndocumentstosummarizetheimportantdetails.
Somesiteshadinadequatesignage,particularlywherethereweremultiplecaucusesat
thesamelocation.

2.2.5.Registration

Atsomesites,votersbeganliningupasearlyas5:30p.m.
Sitesdidnthaveenoughphysicalspacetoaccommodatetheregistrationprocessorthe
longlines.
Signinformswerelargeandunwieldy.
Registeredvotersigninformsincludedinactivevoters.
Newvoterregistrationstookupmuchofthetotalregistrationtime.
Sitesgenerallydidntfinishregistrationby7:00p.m.Atsomesites,registrationcontinued
untilatleast8:00p.m.

2.2.6.Process

Manycaucusparticipantsdidnotunderstandtheprocessorwhatwasexpectedofthem.
Someattendeesreportedthatpassingtwodonationenvelopes(oneforthecounty,and
oneforthestate)wasineffective.
Nearlyallofthevotersleftbeforedelegate/committeeelections,ratification,andplatform
discussion.
Someprecinctcaucuschairsdidntknowthedateofthecountyconventiontosharewith
potentialdelegatesoncaucusnight.
Thedelegateandcommitteeelectionprocessinvolvedlongformswithduplicate
recordingofinformation.
Precinctcaucuschairsreportedunnecessaryduplicationofforms,andtoomuch
paperworkgenerally.

2.3.Howcouldweimprove?
2.3.1.Scheduling

Considerchangestothecaucusschedule,forexample:
Holdcaucusesinshiftsthroughouttheday.
HoldDemocraticcaucusesatadifferenttimethanRepublicancaucuses,to
decreasecontentionforpubliccaucussites.
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JohnsonCountyDemocraticParty
2016IowaCaucusRetrospectiveReport

Considerwhethertochangethedayoftheweekcaucusesareheld,orpossibly
alignwithaholiday.

2.3.2.CaucusSites

Aggressivelypursuegreatercommitmentfrompublicsites(IowaCityCommunitySchool
District,UniversityofIowa):
Lobbyforlegislationrequiringgreatercommitment.
Negotiatecommitmentsathigherlevels,suchastheIowaDepartmentof
Education.
Encouragemorepublicdiscussionaboutcommittingpublicsites,forexampleat
schoolboardmeetings.
InvolveParentTeacherOrganizations.
Asktheschooldistricttocancelactivitiesdistrictwideoncaucusnight.
Addmoresatellitecaucussitesatseniorhousingfacilities.
Changethenumberandsizeofcaucuses:
Holdasinglecaucusforthecounty,hostedatCarverHawkeyeArena.
Subdivideprecinctsandholdmore,smallercaucuses.
Ensurecaucuschairsatlargerprecinctshavetoolstomakethemselvesheardoverthe
crowds(soundsystem,bullhorn,etc.).

2.3.3.Volunteers

Increaserecruitmentofvolunteersgenerally.
Allowvolunteerstoparticipateinprecinctsotherthantheirowndontpenalize
volunteersforhelpinganotherprecinct.
Involvepollworkersasvolunteers,becausetheyhaveexperiencewithvoterregistration.
Distributetheresponsibilitiesofthecountycaucuschair,forexamplewithregional
assistants,oracountycaucuscommittee.
Organizechildcareandtransportation.

2.3.4.Training

Trainallvolunteers,includingprecinctcaucuschairsandsecretaries.
Trainvolunteersforcrowdcontrol,extremesituationsandcontingencyplanning.
Trainprecinctcaucuschairsandsecretariesonrecordinginformationaccurately.

2.3.5.Materials

Providemorecopiesofallforms.
Provideconsolidatedlistsofallvotersintheprecinct/county,withpartyaffiliation,tohelp
resolveregistrationquestions.
Postmore,largersigns.
Identifyregistrationlines
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JohnsonCountyDemocraticParty
2016IowaCaucusRetrospectiveReport

Distinguishmultiplecaucusesatthesamelocation
Ensurevotersareatthecorrectlocation
Provideprecinctcaucuschairswithexamplediagramsofcaucussitesetup.
Reorganizetheprecinctcaucuschairhandbooktoimproveusability,includingaconcise,
stepbystepsummary.
Provideaposterwithmeetingdatesandtimes:conventioncommitteescentral
committeeandcounty,district,andstateconventions.
Providehandoutstoparticipantstoexplaintheprocessandtheirresponsibilities.

2.3.6.Registration

Provideconsolidatedvoterlistsfortheprecinct/county,allowingvolunteerstoquickly
confirmwhetheranattendeeisregisteredintheprecinct/county,orforanotherparty,
anddirecttheattendeetotheappropriateregistrationorsigninline,oralternate
location.
Streamlineregistrationandsigninwhenthevoterissimplychangingpartyaffiliation,
sincetheseaccountformostofthecaucusnightregistrations.
Makebetteruseoftechnology.
Encourageonlinevoterregistrationinthemonthsbeforethecaucuses.
Considerusingcomputersatprecinctcaucussitestoverifyvoterregistrationor
caucuslocation.
Considerotherwaystostreamlineregistrationandsigninusingtechnology.

2.3.7.Process

Improvecountingprocedure,forexample:
Distributeprenumberedcardstoallparticipants.Thisestablishesthetotal
participantcountandviabilitythreshold.
Then,duringinitialalignmentandrealignmentphases,onlycountpreference
groups
uptotheviabilitythreshold
itsnotnecessarytoknowthefullcountof
eachpreferencegroupyet.
Onceallofthegroupsareviable,thenhavepreferencegroupchairscollectand
countthenumberedcards,andturnthecardsovertothecaucuschair.This
determinesthefinalcountforeachpreferencegroup.
DontvoteonplatformresolutionsindividuallyuseColoradoasanexampleforthe
platformprocess.

JohnsonCountyDemocraticParty
2016IowaCaucusRetrospectiveReport

3.AppendixARawResults
Therawresultssharedbyeachgroupappearbelow:

3.1.Whatwentwell?
1. Rewritingsummary(chairagenda)
2. Precinctcaptainsasvolunteers
3. Numberedindexcards
4. Volunteers
5. Goodrelationswithschoolemployees
6. Reportingapp
7. Trainingopportunities
8. Startsigninearly
9. PDFsigns
10. Redindexcardstohandouttoendoflineat7:00p.m.
11. Multiplelinesforregistration
12. Overflowroom
13. Satellitecaucus
14. Returnedmaterials
15. Apptestingbeforecaucusnight
16. CollaboratingwithRepublicans
17. Teensasvolunteers(parking,toosilvercord)
18. Siteswereaccommodating
19. Collaborationwithcampaigncaptains
20. Extraregistrationformsandseparatelines
21. Dedicatedvolunteerwithprecinctmapfornewregistrations
22. Overstaffsignin

3.2.Whatcouldhavegonebetter?
1. Linesmoreresources
2. Registrationlistsincludedinactivevoters
3. Sizeofregistrationlistforms
4. Needsoundsystems
5. Nominationformsjusttookupspace
6. NotenoughsuppliesfromIDP
7. Moreseating
8. LackofsupportfromtheUniversityofIowaandtheIowaCityCommunitySchoolDistrict
9. Bettercoordinationatsharedsites
10. Prepareforsigninearly(5:30?)
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JohnsonCountyDemocraticParty
2016IowaCaucusRetrospectiveReport

11. Bettersignage(directtootherlocations)
12. Clarifyresponsibility/authorityofchair
13. Secretaryrecruitment/training
14. Delegate/committeeelections(longforms,everyonebails)
15. Venuesize,layout
16. Moretimefornewvoterregistration
17. Lessduplicationofforms
18. Childcare
19. Streamlinehandbook
20. Reducepaperwork
21. Largeagenda
22. Schoolconflicts
23. Computerstoverifylocations
24. Twodonationenvelopes
25. Caucusgoerexpectations
26. Posterwithdatesofconventions

3.3.Howcanweimprove?
1. Largesigns
2. Betteruseoftechnology
3. Caucussetupdiagrams(picture)
4. Notecardsnumbered
5. Onlycollectcardsafter1stround(1stroundisjustforviability)
6. Involvepollworkers
7. Chair/secretary
8. Trainingforallhellbreakingloosescenarios
9. CarverHawkeyeArenaforallprecincts
10. Electronicregistration(partychanges)
11. Soundsystem
12. Smallerprecincts
13. DifferentnightforDemocratsandRepublicans
14. Separateentrancesfordifferentsites
15. Summarysheetinmanual
16. Committeemeetingschedule
17. Countyenvelopebeforestate
18. Accessibilityneedsidentified
19. Caucuschairsrecordinformationaccurately
20. Identifyregionalcountyrepresentativesforquestions/packetgathering
21. Lawmandateforpublicsites
22. Churchesassites
23. Satellitecaucusesineveryseniorhousingfacility
24. Changedayoftheweek
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JohnsonCountyDemocraticParty
2016IowaCaucusRetrospectiveReport

25. Phasesduringtheday(GroupA67p.m.,GroupB78p.m.,etc.)
26. Platformmoveforward
27. Childcareandtransportation
28. Dayoftheweek,holiday?
29. Literaturetoexplaincaucuses
30. Heavyrecruitmentofvolunteers
31. Getstatewidefeedback
32. PlatformlikeColoradocaucus

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JohnsonCountyDemocraticParty
2016IowaCaucusRetrospectiveReport

4.AppendixBAttendees
Attendeeswhosignedinatthecaucusretrospectivemeetingarelistedbelow.
Name

Precinct/Role

JeffBarton

Coralville04

PatBauer

UniversityHeights

TomCarsner

IowaCity17

CarlChristiansen

IowaCity13

EdCranston

Penn

MarthaAnnCrawford

WashingtonTownship

JohnDeeth

IowaCity11

CarolineDieterle

IowaCity18

KarenDisbrow

IowaCity18

AmyGreen

Fremont/LoneTree

MelanieGross

Coralville02

MarthaHedberg

Chair,JohnsonCountyDemocrats

MelvaHughes

AffirmativeActionChair,JohnsonCountyDemocratsIowaCity06

CarolHustad

Jefferson/MonroeEast,Shueyville

RobertHustad

Jefferson/MonroeEast,Shueyville

MikeJesse

NorthLiberty02

BeverlyJones

IowaCity04

DouglasJones

IowaCity04

MaherJosephson

IowaCity10

TeresaKelly

WestLucas

SharonMcDonald

IowaCity07
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JohnsonCountyDemocraticParty
2016IowaCaucusRetrospectiveReport

CurtMoore

Penn

JenniferPatel

Coralville01

JudyPfohl

IowaCity09

NancyPorter

IowaCity01

DennisRoseman

IowaCity16

RobinRoseman

IowaCity16

LindaSchreiber

IowaCity07

DavidShafer

IowaCity07

VickiSiefers

Coralville02

JimTate

FirstViceChair,JohnsonCountyDemocrats

PaulineTaylor

IowaCity02

LaurenWhitehead

Solon

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JohnsonCountyDemocraticParty
2016IowaCaucusRetrospectiveReport

5.AppendixCTimeline

February1,2016

2016IowaCaucuses

February9,2016

Meetinginvitationsenttoprecinctcaucuschairs

February22,2016

Caucusretrospectivemeeting

March7April9,2016

Draftreportopenforcomments

April9,2016

Finalreportreleased

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