BELL, McANDREWS & HILTACHK, LLP

ATTORNEYS AND COUNSELORS AT LAW

455 CAPITOL MALL, SUITE 600

SACRAMENTO, CA 95814
_______

(916) 442-7757
FAX (916) 442-7759

October 14, 2020

Electronically and Hand Delivered to:

The Honorable Alex Padilla,
California Secretary of State
1500 11th Street, Sixth Floor
Sacramento, CA 95814
Steve Reyes, Chief Counsel
[email protected]

California Department of Justice

Office of the Attorney General
Jonathan Wolff,
Chief Assistant Attorney General
[email protected]

RE: Cease and Desist Letter dated October 12, 2020

Dear Secretary of State Padilla:

This firm responds on behalf of the California Republican Party, the Fresno County
Republican Party, and the Republican Party of Orange County, to your “cease and desist” letter
dated October 12, 2020. You have previously summarized the State of California’s liberal vote-by-
mail (“VBM”) law thusly:

In California, we’re proudly expanding opportunities for eligible citizens to

register to vote and for registered voters to cast their ballot. These
opportunities include in-person early voting, the option to vote-by-mail, and
giving voters the power to decide for themselves who they most trust to
return their vote-by-mail ballot for them if they choose. (emphasis added)1

The program you now falsely claim to be illegal is a perfect example of what you “proudly”
stated to be permissible just last year. In this case, voters have decided, for themselves, that they
trust the staff and volunteers at their local political Party headquarters, or their church, or a business
that they patronize, to securely deliver their completed VBM ballot to the appropriate election
official.

1
Letter from Alex Padilla to Congressman Rodney Davis, Ranking Member Committee on House Administration,
dated November 8, 2019.
Letter to Honorable Alex Padilla
Re: Cease and Desist Letter
October 14, 2020
Page 2

Identical programs were conducted without incident or objection from your office by the
California Republican Party and other civic minded organizations in connection with the 2020
Primary Election. In fact, at least one Democrat candidate for Congress is conducting a similar
program in his district right now. He calls it a “neighborhood ballot hub.” As indicated in the
attached, a “ballot hub” is a “location in a particular city where voters can drop off their ballots. For
example, it would be a porch or outside someone’s home so it can be socially distanced.” The hub is
to be “staffed by a volunteer ballot collector” and notably, the campaign will have a different person
(an “organizer”) “pick up the collected ballots at the end of the day.” (Exhibit, p. 5)

First, you have mischaracterized the actual program my client has put in place.

(1) No secure box is left unattended at any Party office/headquarters when voters are
permitted to deposit their completed VBM into the box. Party staff or volunteers
were so instructed.

(2) The Party did not place any secure box outside, or on the street, or any other non-
secure location where the general public can see or use the box. The picture you
attached, posted by Jake Tapper on twitter, was a photo taken by a church pastor
while the box was being delivered to his church. It was not placed curbside. It was
placed inside the identified church.

(3) All VBM ballots voluntarily provided by voters to a Party staff member or volunteer
and placed in a secure box, were delivered timely to the appropriate election official
as the law commands.

(4) The California Republican Party did not promote, or authorize the promotion of, the
secure boxes as “official mail drop boxes.” When we learned that a sign using the
word “official” was used in some locations on Saturday, October, 10, 2020, we
corrected that error immediately and within hours.2

Ironically, you have championed the recent changes in law that authorized the collection of
completed VBM ballots, and delivery to the appropriate election official, employed here. Indeed,
prior to these changes in law, political parties were specifically prohibited from delivering a
completed VBM ballot to an election official on behalf of a voter. That prohibition was deleted in
2016 by Assembly Bill 1921, which you supported.

Your letter incorrectly states that the law “require[s] that persons to whom a voter entrusts
their ballot to return to county election officials provide their name, signature and relationship to the
voter,” citing Elections Code section 3011(a)(9)-(11) [which merely states that the VBM
identification envelope must include a line identifying the name of the person designated to return

2
Notably, the picture of the sign outside a local Party office and the Fresno County Facebook and Twitter post do not use
the term “official.” Moreover, the post by the Palmdale Mayor identifying a number of local churches collecting ballots
is not a CRP effort.
Letter to Honorable Alex Padilla
Re: Cease and Desist Letter
October 14, 2020
Page 3

the voter’s VBM, the relationship of that person to the voter, and place for the signature of the
person designated].3 Your letter ignored AB 306, enacted in 2018, which eliminated that
requirement by adding subdivision (c) of that same section:

(c) Notwithstanding paragraphs (9) – (11), inclusive, of subdivision (a), a

ballot shall not be disqualified solely because the person authorized to return
it did not provide on the identification envelope his or her name, relationship
to the voter, or signature.

Moreover, there is no law that requires a third-party recipient of a VBM ballot to fill out the
identification envelope or imposes any penalty for the failure to do so. Based on the foregoing, it is
legal for any organization, or other person, to accept completed VBM ballots from any voter –
whether that is at a local Party headquarters, a church, or a union hall, or a voter’s doorstep. Indeed,
there is no requirement that the voter affix the name of the person to whom he or she has entrusted to
deliver the VBM on the actual envelope or even know his or her name.

Your letter also clearly objects to the use of a “box” to hold such completed VBM ballots.
We believe that temporarily holding VBM ballots in a locked box at a church or local Party
headquarters is more secure than a Party volunteer or paid operative holding harvested ballots
collected from voters at a senior center in the back seat of his or her car – though both are legal.
Your office has never proposed legislation or enacted any regulation concerning the security of
ballots collected by individuals or organizations pursuant to California’s ballot harvesting law.

The California Republican Party opposes ballot harvesting and wishes you had enacted
adequate ballot security provisions after the laws were changed. Its program of collecting (not
soliciting) VBM ballots from voters who voluntarily choose to entrust their ballot to the Party
volunteers, is more secure, by far, than the door-to-door solicitation we have seen from the Democrat
Party (See, https://www.youtube.com/watch?v=0s-9Q_N09H0&feature=emb_logo).

Your letter cites Elections Code section 3025 and regulations applicable to the use of VBM
ballot drop boxes. As you know, those laws only apply to “county elections officials.” Nonetheless,
the California Republican Party did not, and does not, condone any attempt to suggest that its box is
a County VBM drop-off location or drop box.

In short, the box is simply a secure receptacle used to hold completed VBM ballots
voluntarily entrusted to the Party, by the voter, until that ballot is delivered to the appropriate
election official – nothing more. Such ballots have been collected and delivered to County election
officials, as the law requires and as promised to voters who deposited their ballot into the boxes.

3
We have no objection to including the name and signature of the individual delivering VBM ballots to County election
officials on the identification envelope.
Letter to Honorable Alex Padilla
Re: Cease and Desist Letter
October 14, 2020
Page 4

Thus, the California Republican Party intends to:

(1) Accept VBM ballots voluntarily delivered by voters to a local Party office or
headquarters through election day;
(2) Secure such VBM ballots in a locked and secure box until those ballots are delivered to
the appropriate election official no later than 72 hours from receipt;
(3) Ensure that such boxes are attended to at all times the office is open to the public;
(4) Instruct our staff and volunteers on these procedures; and
(5) Make the boxes, and instructions on its proper use, available to any person or
organization desiring to collect VBM ballots.

The California Republican Party has not and will not:

(1) Place boxes unattended, outdoors, or in other places where the general public gather; and
(2) Represent that such boxes are “official” VBM drop boxes.
Sincerely,

Thomas W. Hiltachk

Cc:
California Secretary of State Fred Vanderhoof, Chairman
Rachelle Delucchi [email protected] Fresno County Republican Party
Robbie Anderson [email protected]
Fred Whitaker, Chairman
District Attorney, Fresno County Republican Party of Orange County
Hon. Lisa A. Smittcamp [email protected]
Dr. Richard Sherman, Chairman
District Attorney, Los Angeles County Republican Party of Los Angeles County
Hon. Jackie Lacey [email protected]

District Attorney, Orange County

Hon. Todd Spitzer [email protected]

Registrar of Voters, Fresno County

Brandi Orth [email protected]

Registrar of Voters, Los Angeles County

Dean Logan [email protected]

Registrar of Voters, Orange County

Neal Kelley, [email protected]

Jessica Patterson, Chair

California Republican Party
 Exhibit

Exhibit
 Volunteering with Harley During GOTV

GOTV Overview 1
Why GOTV? 1
How will we be getting out the vote during a pandemic?! 1

Staging Location Overview 2

What is a (virtual) Staging Location? 2
Virtual Staging Location Volunteer Positions 3
Communication and the Boiler Room 4
What will the virtual staging locations look like? 4

Neighborhood Ballot Hub 5

What is a Harley Neighborhood Ballot Hub? 5

2020 GOTV Schedule 6

Calendar 6
Dry Runs and GOTV Tick Tock 7

Reporting 10
Definitions 11
Reporting Guidelines 15
What to do between shifts/reports? 15

Power or Internet Outage: Crash Reporting Form 15

Voting Information 15

Overview of Trainings and Best Practices for Staging Location Leaders 16

Hard Ask One-Pager 16
Confirmation Best Practices 18
Shift Confirm Script 19
Phonebank Basics Best Practices 20

Team Harley Norms To Live By During GOTV 21

SLL Tick Tock 22

Contacts:
Field Director​ - Liz Byrnes-Mandelbaum - (310) 270-5530, ​[email protected]
Mobilization Director​ - C.J. Mayer - (917) 428-1236, ​[email protected]
 1

GOTV Overview
Why GOTV?

GOTV, or “Get Out the Vote,” is our final sprint to Election Day! It’s how we win!!! A
well-run Get Out the Vote program can increase turnout and support by 3-5%. ​That’s a lot!
And with amazing volunteers like you all, we will do just that​. ​During GOTV, we’ll call as
many voters as we can to persuade them to vote for Harley, and make sure supporters cast their
ballots. This year, GOTV is a much larger window of time because almost everyone will be
voting from home over the month of October. GOTV is our last chance, and our best chance, to
win over as much support as possible for Harley!

GOTV is a very busy time. We will have more phone bankers coming in and out of our zooms
from around the country than we ever have before. That’s why it’s so important to practice
during our “Dry Runs” (the weekends leading up to GOTV) so that by the time the final month
rolls around, everyone knows exactly what we need to do. We’ll use the procedures outlined in
this manual for our Dry Run on the weekends of September 26th and October 3rd, and for the
entire duration of GOTV.

How will we be getting out the vote during a pandemic?!

Not to fear, we have safe systems in place to reach out to voters and collect ballots that won’t
risk people’s lives! We will be using virtual zoom rooms, which we are calling “Virtual Staging
Locations,” as central “locations” for phone banking and voter contact done from home. We
will also have physical ballot hubs in eleven of the cities in CA-48 to ensure easy and accessible
ballot drop offs for voters.
 2

Staging Location Overview

What is a (virtual) Staging Location?
In the past: ​a centralized hub of GOTV volunteer activity that all volunteers know about, run by
highly trained volunteer leaders (you all!)
In 2020: ​All of our GOTV efforts will be virtual. That makes it even more important to
streamline our efforts because when there’s no time left, we need to be sure we’re using every
volunteer’s time as efficiently and effectively as humanly possible
o A 2020 staging location will be a centralized zoom room led by highly trained
volunteer leaders, who will be reporting to their “boiler room”
o Each Neighborhood will have their own virtual staging location
● To centralize and make voter contact efforts efficient
● To streamline communication systems for the campaign
● To create clarity on exactly what’s happening when and where
● To get used to one system of doing things and improve our efforts
over time
● Those virtual staging locations are:
○ Seal Beach
○ North Huntington Beach
○ South Huntington Beach
○ Westminster & Garden Grove
○ Fountain Valley
○ Newport Beach
○ Costa Mesa
○ Laguna Beach & Laguna Beach
○ Aliso Viejo
○ Out of District/General
 3
Virtual Staging Location Volunteer Positions

Virtual Staging Location Director

This position is the Staging Location Lead. They will be the host of the zoom, start the meetings,
and be the connection between the campaign and the other staging location leaders in that
specific location.
● Making sure volunteer leaders stay on schedule and move through sign-in, training,
and getting into calls quickly
● Communicating with boiler room
● Problem solving with the training captain and tech captain
● Managing problems as they arise in the staging zoom
● Collecting numbers and reporting to boiler room

Training captain
This position will teach the phone bankers how to use our phone banking system and what our
conversations will look like. You have all made amazing calls and know how the system works.
The training captain will answer the FAQs and get the ball rolling for the phone bankers! This
role will also help with debriefing with phone bankers about their experience on the phones!
● Training phone bank volunteers
● Keeping track of phone bankers and answering their questions
● Organizing call links

Confirm captain
This is an essential role! This captain will welcome everyone at the beginning of each shift, send
out the sign-in link at each shift, call volunteers that have not shown up, call volunteers to
confirm their next shifts, and then debrief with phone bankers after their shifts.
● Greeting volunteers as they come into the zoom
● Sign-in and reschedule volunteers for more shifts (Link to sign in ​hr4oc.us/signin​)
● Temporarily running the phonebank room with the group of experienced callers
● Following up/calling volunteers who flaked on their shift
● Confirm calling for next shift
● Recruiting additional volunteers between shifts
● Runs debrief at end of shift
 4
Tech Captain
We are living in a new world! Because everything is virtual, we need to make sure we are doing
everything we can to troubleshoot problems and have extra hands on deck, especially as folks are
entering new tech environments that they may not know well.
● Troubleshooting zoom, tech issues, google forms
● Tracker checking (checking the zoom waiting room for spies from the other side)
● Bouncer for zoom waiting room (letting people into the zoom at the beginning of
every shift)
● Help with calling if not helping with tech
● The master of the google sheets!

Communication and the Boiler Room

The Field Director, Liz, and the Mobilization Director, C.J., as well as the Data Director, Hunter,
will be on call and in the “boiler room” at all times to receive reports at every shift and to
provide all information and guidance during GOTV to each of the Staging Locations.

The Staging Location Director communicating with the Boiler Room should be the clear and
only line of communication on all matters. ​In general, please default to always immediately
calling the Boiler Room with any questions, to report any problems, or if something goes wrong.​

What will the virtual staging locations look like?

One zoom per location, two break out rooms in addition to the main room, and four co-hosts (the
staging location leadership).
Step 1:​ Letting volunteers into the zoom
Step 2:​ Welcome the volunteers, have them sign in through the google form
Step 3:​ For those who have already been trained, they get moved into the phonebank
break out room with the confirm captain
Step 4:​ Phone banking training in main room
Step 5:​ The newly trained volunteers go to phonebank break out room, trainer goes with
to get everyone settled
Step 6:​ Tech captain, Staging location director, greeter captain to remain in the main
room to do their tasks, and debrief anyone that returns to the main room.
 5
Neighborhood Ballot Hub
What is a Harley Neighborhood Ballot Hub?

A location in a particular city where voters can drop off their ballots. For example, it would be a
porch or outside of someone’s home so it can be socially distanced
- Needs WIFI
- Staffed by a volunteer ballot collector

Volunteer Position: Ballot Collector at this physical hub

● Tends to the ballot hub
● Collects ballots and ensures all information is logged and tracked
● Reports out with every ballot dropped off via google form: ​hr4oc.us/BallotDropoff
● Should be on a porch or outdoor area where a person can sit for a long period
of time in WIFI
■ The ballot collector will go through the same google form situation
with every ballot collected and into a specific folder
■ The organizers will pick up the collected ballots at the end of the day

Physical Neighborhood Hubs for Ballot Collection

- Seal Beach
- North Huntington Beach
- South Huntington Beach
- West Minster
- Garden Grove
- Fountain Valley
- Newport Beach
- Costa Mesa
- Laguna Beach
- Laguna Niguel
- Aliso Viejo
 6

2020 GOTV Schedule

Calendar
**Staging Locations open 30 minutes before the 1st shift and close 30 minutes after the last
shift***

Dry Run 1 (First Practice Run)

Saturday, September 26th
● Shift times: 9am, 12pm, 3pm, and 6pm
Sunday, September 27th
● Shift times: 12pm, 3pm, and 6pm
Dry Run 2 (Second Practice Run)
Saturday, October 3rd
● Shift times: 9am, 12pm, 3pm, 6pm
Sunday, October 4th
● Shift times: 12pm, 3pm, and 6pm

Get Out The Vote

Saturday, October 10th
● Shift times: 9am, 12pm, 3pm, 6pm
Sunday, October 11th
● Shift times: 12pm, 3pm, and 6pm
Saturday, October 17th
● Shift times: 9am, 12pm, 3pm, 6pm
Sunday, October 18th
● Shift times: 12pm, 3pm, and 6pm
Saturday, October 24th
● Shift times: 9am, 12pm, 3pm, 6pm
Sunday, October 25th
● Shift times: 12pm, 3pm, and 6pm

The Last Week Sprint

Tuesday, October 27th
● Shift times: 9am, 12pm, 3pm, 6pm
Wednesday, October 28th
 7
● Shift times: 9am, 12pm, 3pm, 6pm
Thursday, October 29th
● Shift times: 9am, 12pm, 3pm, 6pm
Friday, October 30th
● Shift times: 9am, 12pm, 3pm, 6pm
Saturday, October 31st
● Shift times: 9am, 12pm, 3pm, 6pm
Sunday, November 1st
● Shift times: 9am, 12pm, 3pm, 6pm
Monday, November 2nd
● Shift times: 9am, 12pm, 3pm, 6pm
THE DAY WE’VE BEEN WORKING TOWARDS: Tuesday, November 3rd
● Shift times: 9am, 12pm, 3pm, 6pm

Dry Runs and GOTV Tick Tock

Please follow this schedule precisely each day. Times when reports are submitted into the
Google Form and are verified via phone call are indicated in ​bold​​. ​(Some useful lingo: SLD =
Staging Location Director; “flake chase calls” = calls to folks who didn’t show up to remind
them to come in for their shift or the next one; Boiler Room = the person assigned to take reports
from your Staging Location)

TIME ACTION

8:30 AM REPORT “Staging Location” Opens

8:35 AM Begin Confirm Calls for Shift 1

9:00 AM Shift 1 Begins

9:08 AM Open Up Breakout Rooms

9:10 AM Starts Training

 8
Shift 1 reports are submitted into
9:15 AM REPORT the Google form by SLD
Phone bankers begin, Confirm
9:20 AM Captains Begin Flake Calls
Confirm Captain Begin Confirm
10:30 AM Calls for Shift 2

11:45 AM Begin Debrief

12:00 PM Shift 2 Begins

12:10 PM Begin Training

Shift 2 reports are submitted into
12:15 PM REPORT the Google form by SLD
Phone bankers begin, Confirm
12:20 PM Captains Begin Flake Calls
Confirm Captain Begin Confirm
1:30 PM Calls for Shift 3

2:45 PM Begin Debrief

3:00 PM Shift 3 Begins

3:10 PM Begin Training

Shift 3 reports are submitted into
3:15 PM REPORT the Google form by SLD
Phone bankers begin, confirm
3:20 PM captain begins flake calls

4:30 PM Begin Confirm Calls for Shift 4

 9

5:45 PM Begin Debrief

6:00 PM Shift 4 Begins*

6:10 PM Begin Training

Shift 4 reports are submitted into
6:15 PM REPORT the Google form by SLD
Phone bankers begin, confirm
6:20 PM captain begin flake calls
Confirm Captain Begin Confirm
7:30 PM Calls for Tomorrow

8:45 PM Begin Debrief

9:00 PM “Staging Location” closes

“Staging Location” closes -
9:15 PM REPORT deliver final report for day
 10
Reporting
Why is accurate reporting so important?

Everything moves quickly during GOTV. The campaign needs to know whether the voter
turnout strategy is working. Our team needs to know whether the campaign is reaching enough
voters to win. We are making decisions about distributing resources or adjusting the voter
turnout plan according to the numbers we receive from each Staging Location and the
corresponding polling locations. ​Because decisions about where to put resources or adjust
strategy must be made in real time during every day of GOTV, accurate reporting is
crucial. ​It can be difficult to keep track of the number of calls in the Staging Location or the
number of volunteers who have come in to complete a shift. That’s why we establish reporting
systems and practice using those systems during Dry Runs.

How to Report:​ hr4oc.us/Report

The Staging Location Director will submit reports at precise times each day on a Google Form
according to the Tick Tock. The reports should include everything that happens up to the minute
before the reporting time, with any new volunteers coming on after report time to be reported in
the next shift’s report:

8:30am Staging Location Opening Report

9:15am Shift 1 Report

12:15pm Shift 2 Report

3:15pm Shift 3 Report

6:15pm Shift 4 Report

9:15pm End of Day Report/Staging Location Closes

 11
GOTV Reporting Metrics -- What you are reporting

Definitions
● Shift:
○ Definition A: one volunteer making calls for three hours.
○ Definition B: Referring to one of the 3-4 shifts throughout the day (9am, Noon,
3pm, 6pm)
● Confirmed Shift
○ A volunteer who has been confirmed for their GOTV time slot
● Confirm Call
○ The call a leader makes to confirm a volunteer for their GOTV timeslot
● Flake/No Show
○ Someone who is scheduled or confirmed for a shift/s and doesn’t show up
● Flake Chase Call
○ The call a leader makes to a volunteer who did not show up to their committed
time to get them scheduled for a new time
● Reshifts/New Shifts Scheduled
○ The amount of new scheduled shifts that either the volunteers commit to through
the reshift form during GOTV, or that leaders recruit through volunteer
recruitment calls
● Staging Location Open
○ All leadership is on the zoom and each one of them is a co-host
● Staging Location Closed
○ All volunteers are off the zoom, confirms are done for the next day, and closing
report is in
● Volunteers
○ Anyone that is not a part of the campaign or staging location leadership that is
there to make calls or do relational outreach.
● Sign Ups for Upcoming Shift
○ The combination of confirmed and scheduled phonebankers for the next shift
 12
● Opening Shift (opening SL)
 13
● Throughout
 14
● Closing out shift (closing out SL)
 15

Reporting Guidelines

1. Only count the number of volunteers who showed up before reporting time. Include
latecomers in the next report.
2. If someone has signed up for multiple shifts in a day, please supply them with all the
supplies they will need for the whole day when they first arrive.
3. If someone completes their shift, then decides to do another shift (yay!), they should be
included in the volunteer counts for both shifts.
4. Organizers or other staff may join a launch from your Staging Location - yay! For
reporting purposes, we don’t count these folks as “shifts”, but we will count the call
numbers they make!
5. Not everyone will complete 50 calls each. Some will do hundreds. The time between
shifts is a GREAT time to do a little clean up and finish out the 50 calls for a volunteer!

What to do between shifts/reports?

It can feel like there is a lot of waiting around during GOTV! But, there is a lot to do, so if you’re
at a Staging Location, there are a number of things you can do to make the most of your time:

● Make GOTV, persuasion, or volunteer recruitment calls along with the phone bankers
● Confirm volunteer shifts
● Make sure everything is in order, zoom is problem free

Power or Internet Outage: Crash Reporting Form

If the power or internet fails at your Staging Location, don’t worry! We have a backup plan. If
this happens to you, immediately call the Regional Boiler Room and let them know. After that,
your priority should be to maintain the Staging Location while waiting for further info.

Voting Information
If anyone (voter or volunteer) has ​any ​questions regarding their ability to vote, or has questions
beyond what the information on our campaign literature provides, please immediately direct
them to our voter assistance hotline. ​(949) 482-2488
 16
Overview of Trainings and Best Practices for Staging
Location Leaders
Hard Ask One-Pager

What is the hard ask?​ ​The hard ask is an organizing tool we use to optimize volunteer
recruitment. It assumes the person will say yes and doesn’t comfortably give them a chance to
say no. In order to do this, we use very specific language; we offer two options and ask ​when
they can join us, ​not ​if o​ r ​can.​ The hard ask is confident, persistent, urgent and incorporates
social pressure.

Why is the hard ask important?​ ​Organizing is all about asking. An effective hard ask makes it
easier to the person you’re asking to say yes.

​Getting in the Right Mindset​’

● ​We’re giving supporters the​ opportunity​ to fight for issues and a candidate they care
about, and impact an election that has enormous stakes for our community and country.
● ​We are inviting supporters to be a part of something bigger than themselves.
● Remember: no one is too busy!
​Making the Hard Ask​’

Assume the Approach the call like you’re talking to a friend! At this point
person will say you’ve already identified them as a supporter, and if they’re a
yes supporter of course they want to do everything possible to get
Harley re- elected.

When, Not If or If or can gives the person an excuse to say no. When, makes it
Can easier for them to say yes.

Ex: “We’re going to be making calls this Saturday at 9 and 12,

when works better for you to help us get Harley re- elected?”
There’s no place for a comfortable no when the question is phrased
like that.
 17

Add Urgency We only have 3 weeks until the election, we’re running out of time.
Build on that.

Ex: “We only have three Saturdays left from now until election
day. This Saturday we’re going to be calling at 9 and 12, when
works better for you”

Incorporate Social People respond best if they think everyone’s doing it. You
Pressure wouldn’t want to go to a party if no one is there!

Ex: “We only have three Saturdays left from now until election
day. A bunch of your neighbors are going to be joining us in
making calls this weekend. This Saturday we’re going to be
calling at 9 and 12, when works better for you to help us get
Harley re- elected?

Be Persistent Keep asking! More often than not, every yes starts as a no. If they
say no to one time offer another!
 18

Confirmation Best Practices

Confirmation calls are one of the most important parts of our operation. When volunteers are
busy, they may forget they made a commitment or lost the piece of paper they wrote the zoom
link down on. We make confirmation calls to try to mitigate flake rates.

There are a few principles to keep in mind when you are making confirmation calls:
1.​ ​Be yourself.
2.​ ​Listen attentively.
3.​ ​Reshift.
4.​ ​Stay positive!

’ ​Do​’
● Use social pressure. ​We’re counting on them and they need to know that!
● Use assumptive language. ​Assume they’re going to show up but still call everyone
multiple times!
● Be Persistent. ​Both in your conversations but also in the number of times you attempt to
reach a volunteer.
● Follow Schedule In Tick Tock​. This will help you make multiple rounds of confirm
calls.
● Get Scrappy. ​Leave messages! Send Texts! Anything you need to do to get in touch
with these volunteers.
● Reshift​. If they say no, make sure you get them scheduled for another shift, preferably
on the same day or in the same weekend.
● Double Confirm. ​Just because they said they were coming yesterday it doesn’t mean
they remember the zoom link! Call to check in to confirm they have the link.
● Make Flake Calls. ​Why didn’t they show up? Maybe they forgot, maybe they got lost,
maybe something came up last minute. Either way, you should reshift them.

’ ​Don’t​’
● Let them off the hook. ​No one is too busy. We only have a few weeks left and Harley is
counting on them.
● Skip rounds of confirms. ​We’re doing multiple passes for a reason, and that’s to
mitigate the expected 25% flake rate.
● Use a soft ask. ​They made a commitment to join us and we planned accordingly. If they
don’t show up it can mess up the operation as a whole. Use social pressure and use a hard
ask to get them reshifted.
 19
Shift Confirm Script

Hi, could I please speak with ____ ​? Hello, ___ ​, this is YOUR NAME, a volunteer with
Representative Harley Rouda’s team in ____. How are you today?

I’m calling to thank you for signing up to attend [EVENT] at [TIME OF SHIFT] on
[DAY], and I wanted to make sure you had all the information you needed - do you have
the zoom link?

Confirm link and answer questions. Mark them as Confirmed or Declined. If

Decline, RESHIFT them.

[If they CONFIRM] ​We’re looking forward to seeing you! We already have a call list
with your name on it! We’ll start with a great training, and there will be a lot of other
fantastic volunteers there, so it’s bound to be a great time! Can we count on you to bring a
friend or family member with you!?

If yes, try to get contact information and

If no, thank them and reinforce shift time
SCHEDULE friend/family members. and where they can find the link. N ​ o
problem! We’ll see you at [TIME] on
Fantastic! I’ll make sure everything is [DATE]! Thanks again!
prepared for them. See you then!

[If they DECLINE] ​Gotcha. I definitely understand that schedules can shift around. But,
we’re in crunch time and only have [number] weekends left to ensure Harley wins this
November. We will also be doing [action they are already signed up for] on [same day
they are signed up for but different time] and also [action they are already signed up for]
on [following day]. Which day would work better for you?

Work hard to get them rescheduled for an upcoming shift! If you’re hitting a wall,
emphasize that we’re running out of time and really need their help!

[If they are CONFIRMING TWICE] This is going to be a fantastic volunteer event and
we can’t wait to see you there!

Thank you for being a part of team Harley! Our grassroots organizing efforts are going to
be the difference between winning and losing. Thank you again for making an impact for
your community and we’ll see you soon!
 20

Phonebank Basics Best Practices

Tips and Tricks​’
Talking with voters effectively is a skill you will practice and develop over time.
However, there are a few principles to keep in mind when you are calling:
1. Listen actively
2. Be yourself!
3. If you don’t know the answer, be honest
4. Stay Positive
Do​’
● Finish your calls. We have a lot of people we need to talk to. Be sure to finish all the calls
you were given so we can speak to all the voters we need to.
● Be friendly, but get firm commitments. If someone tells you they support Harley,
work them through their plan to vote. If they’re undecided, work toward a
commitment to vote for Harley.
● Use the script, but put it in your voice. The Dry Run & GOTV script has important
guidelines and scientifically designed questions, and it’s more important than ever to
follow the script. Having said that, it’s important to make the conversation personal.
● Smile and have fun. Have a good time! People can ‘hear’ you smile and will be more
receptive to callers who are having fun than to callers who are just going through the
motions.
● End with relational outreach. These calls will have a higher contact rate and be good
practice for talking to voters you don't know.

Don’t
● Don’t give people an ‘out.’ Steer clear from using language like, “Do you have a minute
to talk or are you busy?” or, “Can we count on your support or are you still thinking
things through?” as these make it easy for someone to tell you ‘no’ and shut down the
conversation. Don’t let someone shut down the conversation about their plan vote too
early. It’s vital for the voter to completely visualize how they will vote, step by step.
● Don’t spend too long on any one call. A good rule of thumb is to spend no more than 3
minutes on any one call.
● Don’t be rude to anyone. Remember, you represent Congressman Rouda.
● Don’t feel pressured to know all the answers to policy questions. You may get questions
that you don’t have the answers to, and that’s OK. Connect with the voter on ​a shared
value, or let them know you don’t know the answer but that the campaign will follow up with
them later.
● Don’t speak negatively about other points of view or people. This includes other candidates.
 21

Team Harley Norms To Live By During GOTV

Don’t stray from the chain of command. ​The campaign has implemented a chain of
command to make reporting during Dry Runs & GOTV as efficient as possible. Straying
from the chain of command creates logjams and miscommunication.

Keep making confirmation calls. ​This can be the difference between lots of people showing
up and no one showing up. Keep making confirmation calls during Dry Runs & GOTV.

Keep training. ​Great trainings make for great call volunteers. Training should include why
GOTV is important, an overview of the script, how to use the call link, and important
reminders. All callers, regardless of experience level, should receive training for GOTV since
our language and goals will be different.

Stay flexible. ​In a best case scenario, all goes according to plan and your day will be very
smooth. That being said, expect the unexpected. The Boiler Room may call and ask your team
to help address an issue. Stay nimble and ready to change your priorities and your procedures.

Stay calm. ​Just like any other campaign event, make sure that everyone knows we don’t yell.
Even the best volunteers can lose control, so remember to have this conversation with your
team before things get crazy.

Learn from each day. ​At the end of each night, talk with your Staging Location Leadership
team about what worked well and what can be improved. Celebrate success and establish best
practices.

Make it fun! ​Dry Runs & GOTV can be stressful. Remember to breathe, smile and keep the tone
of your voice calm and positive. Be like a duck in water. It’s important for Staging Location
Leadership to set a great example for every volunteer that comes through the door. Saving
democracy is intense, but we’ll be better at it if we’re also having fun!
 22
SLL Tick Tock
WHAT'S Training Confirm Tech
Time HAPPENING SL Director Captain Captain Captain
“Staging
Location”
8:30 AM REPORT Opens Start Zoom Join Zoom Join Zoom Join Zoom

Begin Confirm Confirm Confirm Confirm Checks

8:35 AM Calls for Shift 1 Calls Calls Calls Tracker List
Marks people
in attendance
sheet for
attendance Assisting Greeting/
and sign-in confirm sending out Admits
9:00 AM Shift 1 Begins form captain sign in sheet Volunteers
Explains
breakout
room and Goes to
Open Up how to join Phonebankin Opens up
Breakout Collecting and who g breakout breakout
9:08 AM Rooms numbers should join room rooms
Runs
breakout
room for
Filling out Starts experienced Helping
9:10 AM Starts Training report Training phonebankers everywhere
Shift 1 reports
are submitted Running
into the Google Report breakout Helping
9:15 AM REPORT form by SLD submitted Training room everywhere

Phone bankers
begin, Confirm supporting
Captains Begin wherever Run Breakout flake chase flake chase
9:20 AM Flake Calls needed room calls calls
 23
Confirm
Captain Begin supporting confirm and confirm and
Confirm Calls wherever Run Breakout recruitment recruitment
10:30 AM for Shift 2 needed room calls calls
Closes supporters
breakout Helps with wherever
11:45 AM Begin Debrief rooms debrief Runs debrief needed
Marks people
in attendance
sheet for
attendance Assisting Greeting/
and sign-in confirm sending out Admits
12:00 PM Shift 2 Begins form captain sign in sheet Volunteers
Explains
breakout
room and Goes to
how to join Phonebankin Opens up
Collecting and who g breakout breakout
12:08 PM numbers should join room rooms
Runs
breakout
room for
Filling out Starts experienced Helping
12:10 PM Begin Training report Training phonebankers everywhere
Shift 2 reports
are submitted Running
into the Google Report breakout Helping
12:15 PM REPORT form by SLD submitted Training room everywhere

Phone bankers
begin, Confirm supporting
Captains Begin wherever Run Breakout flake chase flake chase
12:20 PM Flake Calls needed room calls calls
Confirm
Captain Begin supporting confirm and confirm and
Confirm Calls wherever Run Breakout recruitment recruitment
1:30 PM for Shift 3 needed room calls calls
 24
Closes supporters
breakout Helps with wherever
2:45 PM Begin Debrief rooms debrief Runs debrief needed
Marks people
in attendance
sheet for
attendance Assisting Greeting/
and sign-in confirm sending out Admits
3:00 PM Shift 3 Begins form captain sign in sheet Volunteers
Explains
breakout
room and Goes to
how to join Phonebankin Opens up
Collecting and who g breakout breakout
3:08 PM numbers should join room rooms
Runs
breakout
room for
Filling out Starts experienced Helping
3:10 PM Begin Training report Training phonebankers everywhere
Shift 3 reports
are submitted Running
into the Google Report breakout Helping
3:15 PM REPORT form by SLD submitted Training room everywhere
Phone bankers
begin, confirm supporting
captain begins wherever Run Breakout flake chase flake chase
3:20 PM flake calls needed room calls calls
supporting confirm and confirm and
Begin Confirm wherever Run Breakout recruitment recruitment
4:30 PM Calls for Shift 4 needed room calls calls
Closes supporters
breakout Helps with wherever
5:45 PM Begin Debrief rooms debrief Runs debrief needed
 25
Marks people
in attendance
sheet for
attendance Assisting Greeting/
and sign-in confirm sending out Admits
6:00 PM Shift 4 Begins* form captain sign in sheet Volunteers
Explains
breakout
room and Goes to
how to join Phonebankin Opens up
Collecting and who g breakout breakout
6:08 PM numbers should join room rooms
Runs
breakout
room for
Filling out Starts experienced Helping
6:10 PM Begin Training report Training phonebankers everywhere
Shift 4 reports
are submitted Running
into the Google Report breakout Helping
6:15 PM REPORT form by SLD submitted Training room everywhere
Phone bankers
begin, confirm supporting
captain begin wherever Run Breakout flake chase flake chase
6:20 PM flake calls needed room calls calls
Confirm
Captain Begin supporting confirm and confirm and
Confirm Calls wherever Run Breakout recruitment recruitment
7:30 PM for Tomorrow needed room calls calls
Closes supporters
breakout Helps with wherever
8:45 PM Begin Debrief rooms debrief Runs debrief needed
“Staging
Location” closes Supports Supports Collecting
- deliver final Report wherever wherever and verifying
9:15 PM REPORT report for day submitted needed needed numbers