a. Generally, the Campaign Period shall begin on a Friday in early January and end at the close of the polls on election-day
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1 Election Protocol Election of the Board of Directors of the Detroit Athletic Club (Last updated and approved October 29, 2013, reaffirmed May 20, 2014) A. Campaign Period/Campaign Committee 1. Initial Meeting of Candidates. A meeting of the candidates will be held the first week in November, conducted by the Chair of the Nominating Committee, for the purposes of: a. Reviewing the Election Protocol; b. Describing the Campaign Period (defined below), c. Identifying other Key Dates (defined below), and d. Otherwise reviewing the campaign process (the Initial Meeting ). e. An Election badge (similar to the DAC Board name badges) will be made for all candidates NOTE: Prior to the Initial Meeting, candidates shall refrain from disclosing their candidacies and conducting campaign activities. 2. Campaign Period. The annual period of campaigning of members by candidates for election shall be limited to the times established by the Board of Directors ( Campaign Period ). a. Generally, the Campaign Period shall begin on a Friday in early January and end at the close of the polls on election-day b. Letters, s, or communications of any kind whatsoever related to the campaign of any candidate shall not be disseminated to the general membership prior to the beginning date of the Campaign Period. 3. Other Key Dates. The Board of Directors shall establish the dates for introductions of candidates to the clubs-within-the Club and other groups including the date of the Club sponsored reception (described below) and any other dates generally involving candidate participation in the campaign process ( Key Date(s) ). 4. Campaign Committee. Incumbent candidates are not allowed to form committees. Non-incumbent candidates, before the beginning of the Campaign Period, candidates campaign activities shall be limited to forming campaign committees and planning campaign strategy among the members of such committees. Non-incumbent Candidates may begin these limited activities any time after the Initial Meeting. a. A non-incumbent candidate is responsible for communicating the rules of the Election Protocol to his/her committee members and supporters who are not committee members. G:\MEMBERSHIP OFFICE\Annual Election\2016 Election\2016 DAC Election Protocol.docx 1
2 b. The non-incumbent candidate is responsible for the campaign activities of his/her committee members and supporters who are not committee members and is subject to enforcement actions as a result of the activities of such committee members and supporters. 5. Club Roster. Sometime near December 1 st each year, each candidate shall receive from the Secretary s office a roster of names and addresses (including addresses) and other pertinent information about members including a listing of members by company name and any available lists of members of clubs-withinthe-club ( Club Roster ). a. A candidate or candidate representative shall not ask any other employee of the Club for any other similar information. b. The Club Roster will be used for campaigning purposes only and will otherwise be kept confidential and used in a manner consistent with the Bylaws and the House Rules of the Club. 6. Photo/Biographical Information. By November 20, each candidate is requested to provide a photograph and biographical sketch ( Biographical Sketch ) to the Secretary s office for the purposes of publishing such photo and information in the DAC News and a pamphlet and be posted in the lobby and mailed to the membership (pamphlet shall also be available at the front desk). NOTE: The biographical information shall not contain any position or vision statements or any information of a political nature. The Secretary shall review the submitted biographical information of the candidates prior to the publishing of such information for the purpose of determining the appropriateness of the content of such information. B. Communications to Members/Campaigning Guidelines 1. Incumbent candidates are limited to a letter or an sent only by them. Only one letter or may be sent to any Club member. 2. Non-incumbent candidates and their committee members are limited to a letter or an . Only one letter or may be sent to any Club member. 3. Letters/ s/Electronic Media. Any form of written or electronic communication to Club members during the Campaign Period can only be sent to someone personally known by the sender. Letters and s may be addressed as follows: e.g., Dear John, Dear Mr. Doe, Dear Member, or with no salutation. If an is sent to multiple addresses, all recipients must be blind copied (bcc). The Subject Line must read Candidate s Name DAC Candidacy (e.g., John Doe DAC Candidacy). Members supporting more than one candidate may do so in one , however, both names must be addressed in the Subject Line (e.g. John Doe and Jane Doe DAC Candidacies) and cannot include incumbents name. G:\MEMBERSHIP OFFICE\Annual Election\2016 Election\2016 DAC Election Protocol.docx 2
3 a. Letters and s from anonymous senders are not permitted. b. Blast s or mass mailings are not permitted. c. Letters and s may not contain position or vision statements or any information of a political nature. d. Letters and s from multiple senders are not permitted e. A sender may send only one letter or in support of a non-incumbent candidate to a member during the Campaign Period. Any campaign letter or which contains a non-incumbent candidate s name will be treated as a letter or written in support of such non-incumbent candidate. f. NO posting on Facebook or other social media is permitted. g. A Candidate Webpage must be password protected. h. LinkedIn: No public LinkedIn election posting or discussion is allowed. You may create a private members only group or Association for your committee* members. This page must be private and not open to the DAC membership at large. i. Twitter: All Tweets must be restricted to the user s confidential Friends list. Tweets may not be visible to Followers. You may Create a separate Twitter account/ Twitter feed for your Committee* to be added as Followers. All tweets on this account are viewable to only people you authorize (protected Tweets). Again the DAC membership at large should be excluded from this form of communication. 4. DAC Logo/Letterhead/Image. The DAC logo, letterhead, image may not be used by anyone in connection with any campaign activities of any kind whatsoever. 5. Other Campaign Paraphernalia. No stickers, lapel pins, trinkets, or other campaign paraphernalia of any kind whatsoever except as specifically provided in this Election Protocol shall be distributed or displayed. 6. Biographical Cards. Each candidate shall be permitted to create cards no larger than 32 square inches containing a photo and the Biographical Sketch, or excerpts of the Biographical Sketch (the Handouts ). *Not applicable to incumbent candidates. a. The Handout may also provide for an invitation to members to attend a candidate s suite on election-day. G:\MEMBERSHIP OFFICE\Annual Election\2016 Election\2016 DAC Election Protocol.docx 3
4 b. Incumbent and non-incumbent candidates and their supporters may distribute Handouts to members (described below), in letters sent in accordance with the above described rules, and on election-day. c. No other use of the Handouts is permitted. 7. Display Board. Only one display board, not to exceed nine square feet in area with a picture of the candidate and biographical information similar in nature to and subject to the limitations of the Biographical Sketch may be displayed only on the 5th or 6th floor in front of the suite where the Election Day Reception (defined below) of the candidate is being held and at the Club sponsored reception (described below). 8. Receptions. a. A candidate reception shall be hosted by the Club during the Campaign Period for members only (no non-member guests or spouses of members shall be permitted to attend). b. Each candidate may host a reception in his/her suite on election day only ( Election Day Reception ) c. An incumbent candidate or his/her supporters may host a reception (other than an Election Day Reception) for members, at the DAC only, as long as the reception does not conflict with the Club sponsored reception and, as a matter of good taste, all candidates are invited to any such reception. d. A non-incumbent candidate or his/her supporters may not host a reception for members other than the Election Day Reception. C. Endorsement/Clubs within the Club/Limitations on Board Members and Others 1. Endorsements. There shall be no endorsement, official, unofficial, direct or indirect of any kind whatsoever of any candidate from any group, formal or informal, suite, standing committee or clubs-within-a-club. 2. Introductions. Each club-within-the-club or other group to which a Key Date has been assigned may introduce the candidates on such Key Date and such introduction may note each candidate s involvement in the organization conducting the introduction. 3. Limitations on Participation. The current members of the Board of Directors, officers of the Club, and members of the Nominating Committee shall not participate in any campaigning on behalf of any candidate. 4. Non-Voting Members and Others. Voting and non-voting members may work on a non-incumbent candidate s campaign. No other persons may work on a candidate s campaign. G:\MEMBERSHIP OFFICE\Annual Election\2016 Election\2016 DAC Election Protocol.docx 4
5 D. Election Day Campaign Activities 1. Polls. Polls are to be open from 7:00 a.m. until 7:00 p.m. on the election-day established by the Board of Directors. 2. Election-day campaigning. a. No more than two supporters of any candidate may actively campaign in the lobby on election-day at one time. b. There will be no campaigning in the parking structure, outside the Clubhouse, in the Reading Room or within 30 feet of the entrance to the Reading Room. c. Candidates and their supporters may distribute Handouts on election-day. d. Candidates are to refrain from campaigning on the first floor of the Club on election-day. e. Each candidate may host an Election Day Reception. E. Enforcement 1. Election Oversight Committee. The Election Oversight Committee shall have the authority to oversee the election process and enforce the Election Protocol. a. The members of the Election Oversight Committee and its Chair shall be disclosed to the candidates at the Initial Meeting and to the membership in a letter from the President in December. b. The Board has delegated to the Election Oversight Committee the specific authority to administer sanctions for violations of the Election Protocol. 2. Violations. A violation of the Election Protocol includes any actions that the Election Oversight Committee, using its reasonable judgment, considers a violation of a specific provision of the Election Protocol and/or the intent/spirit of the Election Protocol. 3. Reporting Violations. Any violation of the election rules, whether the violation is by a candidate, a member of the candidate s campaign committee, a supporter of a candidate, or any member of the Club, is to be reported to the Election Oversight Committee or any of its members. a. Any violation may be reported by any member of the Club. b. Reports of violations should be in writing or sent via addressed to the Election Oversight Committee or any of its members. G:\MEMBERSHIP OFFICE\Annual Election\2016 Election\2016 DAC Election Protocol.docx 5
6 4. Annual Review of Protocol. The Election Protocol Committee will prepare a report for the House Committee commenting on the past election process. 5. Sanctions. The Election Oversight Committee shall have the authority, during the Enforcement period, to impose any sanctions that could otherwise be imposed by the House Committee and the Board for any violation of the Election Protocol including, but not limited to, posting violators, requiring retractions and apologies, cancelling any number of votes cast in the election for such candidate, and barring candidates from election. I have read the DAC Election Protocol and agree to abide by the election rules and policies outlined herewith. Candidate Date DAC President Date G:\MEMBERSHIP OFFICE\Annual Election\2016 Election\2016 DAC Election Protocol.docx 6
7 Job Descriptions and Assignments of Responsibilities Relating to the Election of DAC Board of Directors as Adopted by the Board of Directors (Last updated and approved October 29, 2013, reaffirmed May 20, 2014) Job Description: Nominating Committee The Nominating Committee shall be a standing Committee of the Club and its responsibilities are defined by the Bylaws. The Committee Chair shall solicit prospective candidate s names from Committee members, Club Directors, the leadership from the clubs-within-the-club, and DAC Past Presidents. The Committee is to meet, identify candidates, rank them in terms of preference and ask the necessary number of individuals to be on the ballot. Once the appropriate number of candidates are identified and have agreed to be on the ballot, the names are to be given to the Assistant Secretary. The chair of the Nominating Committee is to meet with the candidates the first week in November to review the Election Protocol and campaign process. All of the individuals involved in this process shall keep the information regarding prospective candidates confidential. Each new candidate is to be mentored through the Election Process by a Nominating Committee member Nominating Committee members shall refrain from partisan politics in the election process There is an obligation to attend a majority of meetings. A committee member must be present (in person) at one or more of the candidate review meetings to qualify to vote on the candidates. Committee meetings are to remain one hundred percent confidential to protect the integrity of the process. If a committee member misses the voting day, he or she may submit a paper absentee ballot by a date to be determined by the Committee Chair. Job Description: Chair, Nominating Committee The primary responsibility of the Chair of the Nominating Committee is to see that the Nominating Committee completes its assigned tasks within a reasonable time frame and to introduce the candidates to the election process. The Chair of the Nominating Committee is also responsible for organizing and co-chairing the first meeting of candidates in November of each year. It is contemplated that the Assistant Secretary will work with the Chair of the Committee in carrying out assigned tasks. A Future Leadership to be developed to identify and mentor potential candidates Educate the membership on the Election Process (ie. Annual letter by Nominating Committee Chair, General Informational Membership Meeting(s) etc.) The Chair of the Nominating Committee shall refrain from partisan politics in the election process. G:\MEMBERSHIP OFFICE\Annual Election\2016 Election\2016 DAC Election Protocol.docx 7
8 Job Description: Board of Directors Responsibilities include: Maintaining strict neutrality in the election process; Board members are to remain neutral in the election process. Providing names of potential candidates annually beginning in May (the President should include on the Board agenda for the May meeting a request to identify candidates). Every Committee Chair is required to identify at least one potential candidate from their committee. Setting the election date two years hence at the November Board meeting. Appointing the Election Oversight Committee at the January Board meeting. Appointing a Chief Judge of the annual election (preference should be for a multiyear assignment, not to exceed 10 years) and certifying all the judges of the annual election at the December Board meeting. Adopting and amending the Election Protocol. Delegating the enforcement of the Election Protocol to the Election Oversight Committee and the House Committee. Job Description: Club President The Club President has the following responsibilities: Encouraging the development of future Club leadership; this can take many forms such as making the identification of future leaders a part of the Committee Chair assignments. Regularly remind Board members of the necessity to identify prospective Club leaders. Writing a letter to all Club members in December of each year outlining when the election campaign is to begin and to setting the tone for the conduct of the election (include in the letter an attachment outlining the Election Protocol and the role and identification of the Election Oversight Committee). Sending a second letter to all members in January addressing the election process and providing biographical information regarding the candidates. Job Description: Chief Judge of the Annual Election The Chief Judge is appointed by the Board of Directors in November of each year. The Chief Judge then appoints other judges as needed (not less than four (4) to organize the election and count the ballots). All judges will be certified by the Board at its December meeting. The Chief Judge is to report the results of the election to the Club Secretary at the annual meeting of the Club. All judges are expected to be totally uninvolved in the electioneering on election-day. Judges are to carry out their responsibilities professionally and without any bias. The Assistant Secretary is to assist the Chief Judge in the process including the identification of potential judges. Judges are expected to keep all results completely confidential and to restrict sensitive information to those individuals that need to know such information. Job Description: Election Oversight Committee The Election Oversight Committee is appointed by the Board of Directors at the January meeting. The Committee is the arbiter of the Election Protocol and oversees the conduct of the election process during the Enforcement Period (as defined in the Election Protocol). G:\MEMBERSHIP OFFICE\Annual Election\2016 Election\2016 DAC Election Protocol.docx 8
9 Subject to the approval of the Board of Directors, the Election Oversight Committee shall consist of three current Board members. The President, 1 st Vice President, and the 2 nd Vice President shall each appoint one member from each officer s respective class of Board members (i.e., Board members who have been reelected and are not officers of the Club). The Chair of the Election Oversight Committee shall be the member appointed by the President. The Election Oversight Committee s responsibilities include: Assisting the Chair of the Nominating Committee at the Initial Meeting (as defined in the Election Protocol) of the candidates each year. Providing general oversight for all of the campaigning activities for election of Board members. Assuring that all necessary information regarding the election process is properly distributed to the appropriate parties, particularly, that the Election Protocol and any interpretations of the Election Protocol are distributed to the candidates. Accepting complaints and reports of violations of the Election Protocol. Enforcing the Election Protocol and administering sanctions. Reporting annually to the House Committee at its February meeting as to the conduct of the election and making recommendations on changes, if any, of the Election Protocol. Job Description: Club Management Assuring the Club management and Club employees are neutral in the election process. Hosting a cocktail reception approximately one week prior to the election-day; this reception is to be advertised for members only and shall strictly be enforced. Presenting the candidates in the DAC News in the January edition including a picture and biographical sketch of each candidate. Publishing and distributing a pamphlet to all members that includes the same information that is published in the DAC News. Posting in the lobby of the clubhouse the names of the candidates and other pertinent information. Posting candidate information in the members-only section of the DAC website. Publishing election rules in the January DAC News and in the members-only section of the DAC website. Job Description: House Committee The House Committee is assigned the responsibility of enforcing the Election Protocol. The House Committee shall delegate the responsibility of enforcing the Election Protocol to the Election Oversight Committee. Any reported violation of the Election Protocol not coming within the delegated authority of the Election Oversight Committee is to be addressed by the House Committee for review and determination of any appropriate sanction. The House Committee shall maintain oversight authority over the Election Oversight Committee Job Description: Membership Members are encouraged to get to know the candidates and to vote on election-day. Members are encouraged to participate in the campaign. Members are expected to support their candidate in a fashion that is consistent with this DAC Election Protocol. G:\MEMBERSHIP OFFICE\Annual Election\2016 Election\2016 DAC Election Protocol.docx 9
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