Policy Election of Vice-President & Leadership Group Appointments

Transcription

1 Policy Election of Vice-President & Leadership Group Appointments Number: Pol014 Version 3.0 Subject: Governance Distribution: External Authorised by: Board of Directors Approval Date: 18/8/18 Review Date Aug 2020 Purpose and Scope This policy sets out the principles and procedures for nomination of and voting for the Vice President of the Urological Society of Australia and New Zealand (USANZ) as provided for under the USANZ Constitution. The Vice President assumes the role of the President at the end of their tenure, and subsequently assumes the role of the Past President. This policy therefore applies to the appointment of the three roles. This policy does not apply to the appointment of other members of the USANZ Board of Directors. Policy 1. Authority, Tenure and Voting Eligibility The USANZ Constitution provides that the Vice President shall be elected from amongst the membership, by the members who are entitled to vote 1 in accordance with Standing Orders as apply from time to time. While it remains in force, this policy shall be the Standing Order governing the election processes referred to in the Constitution. The successful candidate will assume office at the Annual General Meeting (AGM) following the declaration of the results of the election. The Vice President will hold office for two (2) terms of one (1) year each. Members who are entitled to vote are financial members in the classifications: Full Member, Full Member Senior and Fellow (Voting Member). No members of any other class shall be entitled to vote. 2. Returning Officer 2.1 The Returning Officer is responsible for arranging an election and announcing the results to members. Specific duties of the Returning Officer include: Publishing the call for nominations and administering the nomination process; Publishing the notice to vote, statements of candidates, voting requirements and managing the voting process, including verification and counting of votes. Declaring the results (refer Clause 8). 2.2 The Returning Officer is the Chief Executive Officer. 3. Nomination Process 3.1 The nominations process may be conducted by postal, electronic or web-based means. 3.2 Any Voting Member may be nominated for the position of Vice-President. 3.3 Nominations will be called for no less than four months prior to the Annual General Meeting (AGM). 3.4 Nominations will close no later than three months prior to the AGM. 1 Clause 50 USANZ Constitution adopted February 2018

2 3.5 A nomination must be proposed and seconded by two Voting Members. 3.6 Nominees are not entitled to self-nominate. 3.7 Voting Members may only nominate or second a single nominee. 3.8 The nominee should signify by signature his/her acceptance of the nomination. 3.9 Each nomination must be accompanied by a written statement, of no more than 700 words, outlining their vision for USANZ and a biography of no more than 400 words. 4. Withdrawal of Nomination A candidate may withdraw their nomination at any time prior to the nominations closing time specified in the call for nominations. The Returning Officer has the power to force a withdrawal if the nominee does not meet the criteria of being a financial Voting Member. 5. Uncontested Elections If after the close of nominations only one valid nomination has been received by the Returning Officer, the Board shall declare the person nominated as elected. 6. Voting Process for Contested Elections If more than one valid nomination is received by the Returning Officer, then a ballot will be conducted as follows. 6.1 Voting processes may be conducted by postal, electronic or web-based means. 6.2 All voting is by secret ballot. 6.3 Voting will be preferential and a number must be placed in every square opposite each candidate in order of preference for the vote to be valid. 6.4 The ballot will be distributed to Voting Members no later than two months prior to the AGM. 6.5 The closing date for the receipt of votes will be no later than two weeks prior to the AGM. 6.6 The ballot papers will contain the names of all nominees in alphabetical order by last name and be in the format set out in Appendix B. Where a voting process is conducted by electronic means and the capability exists to do so, the Robson Rotation will be used. The Robson Rotation means that when voting begins the order or candidates names will automatically change after each vote is submitted. 6.7 The names of the proposer and seconder will be published in the voting materials. 6.8 Candidates statements, biographies and photos may also be included in the voting material provided to members. 6.9 The voting material provided to members as specified in 6.7 shall be the only means of promoting individual candidates. Candidates are not permitted to solicit for votes using USANZ data such as the members book, or through USANZ systems such as Netwit. 7. Counting Votes 7.1 The Returning Officer shall be responsible for the collection and counting of the votes. The count will be verified by a second person, usually the Chief Operating Officer. 7.2 For the Election to be valid, a minimum number of votes equivalent to 50% plus one of the eligible voters must be received by the closing time specified under The Returning Officer will ensure that sufficient votes, as detailed in 7.2 have been cast prior to opening the sealed ballots and undertaking the allocation of voters preferences. 7.4 In the event of an insufficient number of votes being received, the Election will be considered void and a new Election will be called. 2

3 7.5 The method of allocation of votes will be in accordance with the preferential voting system. 7.6 Each candidate will initially be allocated a vote where there is a "1" opposite the member's name. 7.7 Informal Votes: The Returning Officer has the power to rule a vote informal and therefore ineligible to be counted if the intention of the vote is deemed to be unclear. Votes which are ineligible, fail to have every square numbered or fail to have the correct sequence of numbers, will be declared informal by the Returning Officer. 7.8 At the completion of this initial allocation of votes, if one member has received more than 50% of the primary vote, that member will be declared the elected Vice-President. 7.9 Where no member receives more than 50% of the primary vote, then the member receiving the least number of primary votes will have his second preferences allocated This process is continued until one member achieves greater than 50% of the vote Where there are two members with an equal number of votes in the lowest category, a draw will be held to decide which of the two will have his preferences distributed first. 8. Declaration of Results The Returning Officer will declare the results of the election to the USANZ President who in turn will declare the vote to all USANZ members as soon as practicable after the closure of the Election process. 9. Appointment of President 9.1 The Vice-President of USANZ will automatically become the President of the Society at the AGM in accordance with Clause 49(b) of the Constitution. 9.2 Notwithstanding Section 1, the Vice-President can be required to resign by virtue of action under Clause 65 of the Constitution and/or other clauses in the Constitution as applicable. Roles and responsibilities Set out in policy Related policies, documents and legislation USANZ Constitution USANZ Board Charter USANZ Board Code of Conduct SAMPLE Form: Vice President Nomination Form Superseded documents Standing Order 5 Nomination Form, encompassing Guidelines, for Election of Vice-President Revision history Version Date issued Notes By August 2014 Amended prev clauses 1.6 & 2.7 Board of Directors 3.0 August 2018 Amended to bring into Policy Framework and to clarify ambiguities Board of Directors Review date This policy will be reviewed every 2 years. The next review date will be in August

4 Contact Michael Nugara, Chief Executive Officer, 4

5 SAMPLE NOMINATION FORM Election of Vice-President [insert year] (President [insert year]) Instructions This form is to nominate for the position of Vice-President of the Urological Society of Australia and New Zealand (USANZ). The successful candidate will transition to the role of the President and Past- President in accordance with the USANZ Constitution and USANZ Board Charter. Completed nomination forms should be sent by post or to: To: The Honorary Secretary Urological Society of Australia and New Zealand Suite 512 Eastpoint 180 Ocean Street Edgecliff NSW Completed forms must be received by the closing date for the nominations identified below or will be deemed invalid. Form Election of Vice-President [Insert year when taking office] (President [Insert year when taking office as President]) I, (Full name of Proposer in block capitals) and I, (Full name of Seconder in block capitals) HEREBY NOMINATE: (Full name of Nominee in block capitals) for election as Vice-President of The Urological Society of Australia and New Zealand Date Signature of Proposer Date Signature of Seconder......

6 I ACCEPT THE NOMINATION ABOVE Date Signature of Nominee 6

7 SAMPLE BALLOT PAPER[postal] Election of Vice-President[insert year] Instructions This paper is to record your vote for the position of Vice-President of the Urological Society of Australia and New Zealand (USANZ). The person elected to the role will transition to the role of the President and Past-President. Voting will be preferential and a number must be placed in every square opposite each candidate in order of preference, for the vote to be valid. Your vote must be returned by post to: Returning Officer Urological Society of Australia and New Zealand Suite 512 Eastpoint 180 Ocean Street Edgecliff NSW 2027 Completed ballots must be received by the closing date or it will be deemed invalid. The closing date for this ballot is: [INSERT DATE] More information on the election process is set out in [INSERT POLICY TITLE AND LINK]. Ballot Form Number the boxes from 1 to [insert number of candidates] in the order of your choice.