Procedures and Rules
NOMINATIONS/ELECTIONS COMMITTEE
- Function:
1. The Nominations/Elections Committee secures candidates for all Network
offices and conducts the annual election, in accordance with provisions of
the Bylaws.
- Appointment and Composition
1. The Committee consists of three voting members; chair is current
Past-President. Other members serve two-year terms on a rotating basis,
so experience handling the election is available through current committee
members.
2. The members of the Committee are appointed by the President, Chair, or
Council no later than September 1 of each year.
3. The Nominations/Elections Committee must include individuals who are
familiar with the operation of the Council and the Network and must be
representative of the membership of the Network.
- Duties and Responsibilities:
1. Each year the Committee presents two candidates for President-Elect and
two candidates for each open Director position, in accordance with the
provisions of Bylaws Article III, Section 2.
2. In alternate years, the Committee also presents two candidates for
Secretary/Treasurer.
3. In developing a list of candidates for each election, the Committee:
a) Aggressively solicits the names of suggested candidates from the
membership and presents a slate of nominees that is
representative of the composition of the membership;
b) Obtains the written acceptance of each nominee prior to
submission of its report to the Council;
c) Requests biographical data from all nominees in a standard format
to include current position, education, previous positions, other
professional participation, and specific USAIN interests, so that the
information can be compiled for the election ballot with minimum
modification; a photo should also be requested;
d) The proposed slate should be submitted to the Council by February
1st.
e) Submits a written annual report of activities to the Council.
f) Sends the next Nominations/Elections Chair the following files, at a
minimum:
i. The election information (instructions, biographical
information for the candidates, and ballot)
ii. Notes on which potential candidates were contacted, and
whether they indicated a willingness to serve at some other
time.
iii. Notes on electronic voting tool usage.
4. Conducts the annual election, making every effort to ensure fairness and
confidentiality, which includes performing or overseeing the following
activities:
a) Preparing the ballot, including in one file a cover letter, biographical
information for each candidate, and the ballot.
b) For mailed ballots the file will be sent to the business manager by
March 5th and the business manager should then send the ballot to
the members by March 15th. In the case of electronic elections,
the voting information should be sent electronically to the members
by March 15th.
c) Using all available means to publicize the election.
d) Tallying returned ballots, with candidates receiving the largest
number of votes for each office being declared elected.
e) In case of a tie vote, determining the successful candidate by lot
conducted by the Chair.
f) Reporting the results to the President, who notifies all the
candidates before announcing the election results to the general
membership.
g) Destroying ballots one month after results are announced.
5. The following procedural suggestions are provided for guidance:
a) For printed ballots:
i. A space for write-in candidates should be provided.
ii. Plenty of lead-time should be allowed for printing and
distributing the election materials.
iii. A return envelope addressed to a member of the Committee
should be included with each ballot if mailed.
iv. Instructions should state that ballots will not be counted
unless the return envelope is used, and that any exceptions
to instructions provided will render ballots invalid.
v.Instructions and ballots should state the return deadline,
postmarked by April 15th.
b) For electronic ballots:
1.A space for write-in candidates should be provided.
ii. An electronic voting tool, such as Survey Monkey, will be
used for electronic balloting.
iii. Each member is allowed one vote based upon email
address.
iv. The electronic voting will be completed by April 15th.