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Procedures and Rules Contents

 

 

Procedures and Rules

NOMINATIONS/ELECTIONS COMMITTEE

  1. Function:

     

    1. The Nominations/Elections Committee secures candidates for all Network offices and conducts the annual election, in accordance with provisions of the Bylaws.

    2.  

  2. 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.

    3.  

  3. 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.