ELECTION PROCEDURES MENDED HEARTS, INC. AND MENDED LITTLE HEARTS NATIONAL OFFICERS REFERENCE: BYLAWS, ARTICLE III, Section 3: Election of Officers PURPOSE: This procedure implements ARTICLE III of the national bylaws, outlines the process involved in the conduct of national elections, and provides time frames for the specific events to occur. ELECTION PROCEDURES COMMITTEE: 1. Notifies all Chapter Presidents by letter by mid-april, with a copy to the National Board of Directors, Assistant Regional Directors and National Committee Chairmen of the forthcoming election and the offices to be filled. In the same notice, invites any and all members who feel they meet the basic qualifications to submit applications (see section on Nomination Application) to the chairman for the committee's review. Additional members will be notified through the National News. Reviews all applications to ensure that candidates meet the basic qualifications. 2. In the judgment of the committee, every reasonable attempt shall be made to provide at least two qualified candidates per office. NOTE: The Committee does not endorse any candidate over another. The committee s deliberations shall be held in strict confidence. 3. Furnish applicant names and resumes to national office. NOMINATION ELIGIBILITY: 1. All members in good standing, who have reached the age of maturity (18) and have fulfilled the requirements for elective office, shall be eligible for nomination and election to any elective office. 2. Regional Director candidates must reside within the region for which that office is sought and be a member of a chapter within that region. 3. No Executive Officer may serve more than two consecutive elected terms in the office held. No Regional Director may serve more than two consecutive elected terms. In the event there is no eligible candidate one will be appointed by the President. 4. No member may apply for or be nominated to more than one national elective office. Executive Offices President, Executive Vice President, Vice President and Treasurer; *Vice President for Mended Little Hearts not currently holding such a position, must meet the following minimum qualifications: 1. Must have served as a national board member and have attended at least two regional cluster meetings** conducted by the region in which membership is held & attended one national conference. *Position elected by Mended Little Hearts groups MHIP 10.4-86 Page 1
2. In the event the applicant is a Member-At-Large, applicant must have been a member in good standing for at least three years and have attended at least two regional cluster meetings** in any region, and have attended at least two national conferences. Regional Directors Not currently holding such a position, must meet the following minimum qualifications: 1. Must have served as a chapter officer and have attended two regional cluster meetings** conducted by the region in which membership is held. 2. It is strongly suggested that a Regional Director candidate has served as an ARD for at least one term. 3. Must have attended at least one national conference. (Deleted Prior wording) 4. In the event the applicant is a Member-At-Large, applicant must reside in the region, have been a member in good standing for at least three years, have attended at least two regional cluster meetings** in the region, and have attended at least two national conferences. **If your region has not recently held regional cluster meetings the election procedures committee may grant exceptions. Mended Little Hearts Director Position elected by Mended Little Hearts groups NOMINATION APPLICATION: 1. Each applicant for nomination shall provide a signed letter of intent to serve, (Attachment I). 2. Each applicant for nomination shall provide a resume (Attachment II) of qualifications from the standpoint of Mended Hearts/MLH involvement, including ideas for the future of the organization and other relevant information. 3. Letter of intent and resume (Attachments I and II) must arrive at the designated address furnished by the Election Procedures Committee chairman by the date specified by the chairman. 4. After the Election Procedures Committee has reviewed, approved, and announced to the membership the candidate s application, THEN AND ONLY THEN may they begin campaigning. NATIONAL OFFICE: 1. Send notice of upcoming election and outline of eligibility, application process, and address for submitting applications to chapters and national leadership. 2. List of candidates and resumes will be emailed/mailed to Chapter Presidents and MLH Group Coordinators. Announcements will also be made in HEARTBEAT and other communication channels. 3. Member-At-Large will receive a ballot marked with their Region that they will mark and return to auditor. These ballots will be tabulated by region resulting in 1 vote per region. 4. Ballots (both mail and electronic) will be specific to the region. Ballots shall include all executive officer candidates and only Regional Director for the applicable region and the MHIP 10.4-86 Page 2
MLH National Director Candidates. Mail ballots shall also include a space for chapter number and chapter president's and/or Group Coordinator signature. Electronic ballots will be given a unique chapter electronic identification number. BALLOTS (Mail or Electronic): 1. Names of candidates shall appear in alphabetical order, within the office being sought. 2. Ballots shall be distributed to chapters/mlh Groups in good standing. 3. No endorsement of candidates will be made by the Election Procedures Committee, either on the ballot or on the resumes. 4. Note should be made that the vote is for an individual not a team/slate. CHAPTER PRESIDENTS:AND MLH GROUP COORDINATORS 1. Chapter Presidents and MLH Group Coordinators shall direct members' attention to the mailer from National Office of the list of candidates and their resumes for Executive offices, for the Regional Director office in their region, and the MLH National Director. 2. The President or Group Coordinator shall designate a chapter meeting during which a discussion of candidate qualifications may be held and members may vote for candidates. 3. The President or Group Coordinator may allow members unable to attend the election meeting to vote by mail/email, with ballots printed in the chapter newsletter, or by mailing ballots to members upon request. 4. During the election meeting, members will vote for one candidate for each office. 5. The Chapter President or Group Coordinator will emphasize the vote is for an individual, not a team/slate. 6. The Chapter President or Group Coordinator will receive only one mail ballot or alternatively, a unique chapter electronic identification number from the National Office. 7. Only one vote per office will be allowed. 8. Only one ballot (mail or electronic) shall be cast per chapter, regardless of chapter size or tenure. 9. The President or Group Coordinator of each chapter shall mail the official ballot to the independent auditor by the deadline date on the ballot. Alternatively, if a chapter chooses to vote electronically, the vote must be cast during the designated electronic voting period. No ballot (mail or electronic) will be accepted after the designated deadline dates. 10. Mail ballots must have the chapter number and signature of the Chapter President or Group Coordinator. Electronic votes can only be cast by using the unique chapter electronic identification number, thus eliminating the need for President s signature and inclusion of chapter number. SOLICITING VOTES: 1. Soliciting votes must be accomplished by candidates at their own expense. 2. Use of chapter or national bulk mailing permit is strictly prohibited. MHIP 10.4-86 Page 3
3. Candidates may not use Mended Hearts national or chapter logos, letterheads, envelopes or other identifying materials, including the National database which might give the appearance of official national or chapter endorsement of a candidate either specific or implied. 4. All Board candidates may present their resumes and additional information on a Webinar platform (to be determined, provided and scheduled by the National Home Office) after the Election Procedures Committee has reviewed, approved and announced the candidate s application to the membership. The Webinar platform is an opportunity for chapter representatives to meet the candidates and ask questions. 5. If a candidate does not abide by these rules, their candidacy may be withdrawn and disciplinary action may be taken by the Election Procedures Committee. BALLOT COUNTING: 1. The Executive Director shall contract an outside, independent auditor to conduct the election processes in Dallas. 2. Ballots (both mail and electronic) will be counted by the independent auditor in Dallas. 3 The independent auditor shall insure: the integrity of the number of the ballots issued versus number of ballots received; that only one vote per chapter is received; similarly, only one vote per MLH Group is received: 4. The independent auditor will notify the Chairman of the Election Procedures Committee the results of the National Elections when the counting has been completed. The Chairman of the Election Procedures Committee will notify all candidates of the results. These results will then be transmitted to the membership. 5. In case of a tie vote for any office, the independent auditor will immediately notify the Chairman of the Election Procedures Committee. The Chairman will immediately initiate a mail ballot election to resolve the tie. The tie breaking ballot will mimic the mail ballot voting process, but within a very limited timeframe. TIME FRAMES: The following schedule should be followed by those persons involved in the nomination and election process. Even-Numbered Years: Mid-April Election Procedures Committee chairman notifies Chapter Presidents and Group Coordinators of forthcoming election, procedures for nominating, and application process. Mid- September Candidate application period closes. Applicants must furnish letter of intent to serve and a resume as designated by Election Procedures Committee. September October Election Procedures Committee reviews applications and attempts to fill vacant positions with candidates. Early November Election Procedures Committee furnishes resumes and names of all candidates/final slate to national office. List of candidates will be submitted for publishing in MHIP 10.4-86 Page 4
Winter HEARTBEAT. Early December Election ballot packet and resumes mailed to Chapter Presidents and Group Coordinators. Odd-Numbered Years: January -- February Chapters/Groups conduct elections. Early March Postmark deadline for Chapters/ Groups sending mail ballots to independent auditor in Dallas as well as deadline for electronic voting available for Chapters/Groups using the Internet Mid-March Ballots counted in Dallas Third Week of March Election results available Late March Early June New Officer Transition Time Annual Conference Officer Installation MHIP 10.4-86 Page 5