Election Procedures Manual

Election Procedures Manual

Table of Contents Introduction Election Committee Roles, Responsibilities, Tasks 4 General Election Rules and Procedures 6 Voting Procedures 7 Election Problem Resolution 7 Tellers Committee 9 Monitors 9 Appendix A. Report of the Election Committee Election Rules B. Tellers Report Forms C. Monitor Designation Form for Candidates Nominated from the Floor D. Confidentiality Statement 2

Introduction The Election Procedures Manual provides a continuing framework within which future national and area Election Committees should operate. The rules and procedures described in this manual comply with the Bylaws of the Links, Incorporated, and with the current edition of Robert s Rules of Order, Newly Revised. They apply in general to elections of National Officers, the National Nominating Committee Chair; and to elections of Area Officers and Area Nominating Committee members and Chairs. Guidelines for National Assemblies or Area Conferences should be derived from this framework and presented for adoption at the beginning of each National Assembly or Area Conference. This manual was revised under the leadership of Link Margot James Copeland, 15 th National President of The Links, Incorporated. National Election Committee 2012-2014 Janis Rogers, Renaissance (MI) Chapter, Chair Rhonda Poindexter, Roanoke (VA) Chapter Gayle Holliday, Jackson County (MO) Chapter Nicole Walters, Fort Bend County (TX) Chapter Bernice Deloney, South Suburban Chicago (IL) Chapter 3

Election Committee Roles, Responsibilities and Tasks An Election Committee shall be appointed by the National President (or Area Director) at least ninety (90) days prior to each National Assembly (or Area Conference). The Election Committee may also serve as the Tellers Committee. Members of the Committee shall have attended at least one prior National Assembly or Area Conference. The National Election Committee shall consist of at least five (5) members one from each of the four Areas and one Chairman. Additional persons may be appointed at the discretion of the President. Similarly, the Area Director shall appoint an Area Election Committee at least ninety (90) days prior to each Area Conference. Its composition shall be determined by the Area Director except that it shall have at least five (5) members including the Chairman. The Election Committee (National or Area) shall develop voting procedures, make all preparations for balloting; and execute, oversee and monitor the election process, including making any decisions required during the process. The Election Committee shall work closely with the Nominating Committee to insure that the process of electing new leadership at the National and Area levels is fair and sisterly. Role of the Chair of the Election Committee The Chair of the Election Committee shall: Convene the Committee. Assign tasks. Provide leadership to the group in executing those tasks. Insure that all responsibilities are completed according to the standards and timetable set by The Links, Incorporated. Report to the Executive Council (or Area Executive Committee) on the work of the Election Committee. Present the election rules to the National Assembly (or Area Conference) for adoption at the required time; which includes, designating a time no later than 24 hours prior to the election when candidates must submit the names of their monitors to her. Submit the names of the monitors to the Chair of the Tellers Committee. Tasks of the Election Committee Every biennium, the National (or Area Election Committee) is required to complete the following tasks: Review and evaluate the previous election, identifying issues that arose and developing solutions to resolve them. Review the existing Nomination and Election Procedures Manuals. (National Election Committee Only) review the existing Nomination and Election Procedures Manuals within the context of any changes to the National Bylaws and Robert s Rules of Order and determine where changes should be made, what 4

approvals are needed for the changes, and consult and coordinate with the Nominating Committee and the National Parliamentarian before formalizing the changes to be presented to the Executive Council. Develop specifications for voting machine vendors and forward them to the appropriate National Headquarters staff. Develop onsite voting procedures for the next election which include specifying a means of certifying eligible voters and the required distance from the polling place that candidates must maintain. Coordinate the preparation of the on-site polling place with the National Headquarters staff or the Area Director. Determine a time during the National Assembly or Area Meeting when delegates and alternates may receive training on the use of the voting machines. Develop an alternate balloting procedure in the event that the voting machines malfunction. Develop special voting procedures, when required, to meet special circumstances. Oversee the entire election process and immediately report any violations to the National President, the Chief Administrative Officer (should it be slash or only ED?), National Parliamentarian and the Chair of the Ethics Committee at the National Assembly. A written report shall follow as soon as possible within twenty-four (24) hours from the occurrence. (Area Election Committees should report violations to the Area Director, Vice Area Director, Area Parliamentarian and the Area Chair of the Ethics Committee). Assign duties to committee members to be performed on site to insure precision and to reduce confusion. Set the time when members of the Election Committee, Tellers Committee, monitors and voting machine personnel must be at the polling place. 5

General Election Rules and Procedures Elected National and Area Officers and Nominating Committee Chairs/Members The National Assembly shall elect by a majority of the delegates (or alternates) present and voting the President, Vice President, Secretary, Treasurer, and National Nominating Committee Chair. The election shall be by ballot (electronic or paper). Area officers are elected in the same manner. Area Nominating Committee members shall be elected by a plurality vote at each Area Conference. The five (5) candidates receiving the highest number of votes shall have been elected to the Area Nominating Committee and, of those elected, the member receiving the highest number of votes shall be the Area Chair and her Area s representative on the National Nominating Committee. Candidates must be present at the National Assembly or Area Conference at which they are elected. National or Area elections cannot begin until the Nominating Committee gives its final report of certified candidates and provides an official list of candidates to the Election Committee Chair to be placed on the ballot. Prohibition against Campaigning and Electioneering for National and Area Office The Links, Incorporated, is a not-for-profit, non-partisan, non-political, public service organization, part of whose mission is to foster good human relations and a spirit of cooperation throughout its own organization, in local communities and around the world. For this reason, The Links, Incorporated, prohibits excessive campaigning and electioneering for office within the organization. Campaigning for office shall be in strict compliance with the guidelines set forth in the Nomination and Election Procedures Manuals. Violations of these rules will result in disciplinary action. Candidates for office are urged to consult both manuals to insure that they are not in violation and do not risk disqualification. Prized above all is the spirit of sisterhood upon which this organization was founded. In addition to the rules specified in the Nomination Procedures Manual the following rules shall be strictly enforced: 1. There shall be no campaigning on the floor of National Assemblies or Area Conferences. The wearing of paraphernalia, distribution of literature or other items, posting or carrying signs, and participation in demonstrations or parades promoting candidates are strictly prohibited at National Assemblies or Area Conferences. 2. Candidates are prohibited from being within a specified distance from the polling place. Only members of the Election Committee, the Tellers Committee, the designated election monitors, the voting machine staff, and one certified voter per chapter will be admitted to the polling place. No Connecting Links, Heir-O-Links, or guests are allowed. Their behavior is the responsibility of the member with whom they are associated. She will be subject to disciplinary action as if she herself had committed the infraction. 6

Voting Procedures Voting Machines--In general, voting machines will be used for elections. To insure fairness to all users and candidates, the Election Committee shall designate a time for a brief training session on the use of the voting machines prior to the election during the National Assembly or Area Conference. The Election Committee, in consultation with the National Headquarters staff (or Area Director), is responsible for developing the specifications and reviewing responses to the request for proposals from potential voting machine vendors. Ideally, the Committee will recommend three (3) vendors from which the National Headquarters staff (or Area Director) can choose. Once a vendor is chosen, National Headquarters staff will assume the responsibility of working with the vendor to insure that the machines are properly installed and are calibrated to meet the requirements of the particular election for which they are being used such as each segment of a ballot be treated as if it were a separate ballot and that the votes cast for each office be ascertained. The Election Committee shall verify the accuracy of the electronic ballot on site and insure that certified candidates from the floor are added. The Tellers Committee will verify the count at the close of voting. Vendor employees assigned to attend the voting machines during voting shall be carefully instructed in their duties and shall provide instruction on their use to delegates and alternates at the appointed time. Voting by Paper Ballot When it is not possible to use voting machines, the Election Committee (National or Area) must construct a printed ballot with the names of all certified candidates for office and a system for accounting for all ballots. It is the responsibility of the Election and Tellers Committees to insure the security of these ballots before they are cast and the responsibility of the Tellers Committee to insure the security of these ballots during and after they are tabulated. No Contested Candidates Election Problem Resolution If there is only one (1) candidate for each position, election may be by a method other than by ballot for example, by voice vote or declaration. The Election Committee will determine, in consultation with the Parliamentarian the appropriate form of election in this event. No Candidate Receives a Majority When there are more than two (2) candidates for a position, (other than Area Nominating Committee Member), and no candidate receives a majority after the second ballot, a third ballot will be cast between the two (2) candidates receiving the highest number of votes. If a 7

tie results after three (3) ballots, the candidates will decide the results by drawing lots. In the event that an Area election of Nominating Committee members results in one or more ties, re-balloting shall occur only to the extent necessary to elect five (5) members. In the event that a tie exists for Chair of the Area Nominating Committee, the newly elected members of the Area Nominating Committee shall vote by ballot to break the tie. Illegal Votes Illegal votes are votes that will not be counted for or against a candidate or issue. (cf. Robert s Rules of Order.) This problem is less likely when machines are used. (In working with the voting machine vendor, Headquarters Staff and the Election Committee should insure, to the extent possible, that: (1) it is impossible for a voter to cast more than one electronic vote for a candidate or to vote twice in any manner; and, (2) there is a mechanism for detecting all voting irregularities.) When paper ballots are used, if illegal votes are cast by legitimate voters they, will still be used to determine the total number cast for purposes of computing the majority. If, however, a ballot (paper or machine) has been identified as having been cast by someone who is not entitled to vote, this ballot will not be counted in any way. If it has been determined that one or more persons have voted who are not entitled to vote and their ballots cannot be identified, the election will be declared null and void and a new election must be held. Delegates Who are Candidates A delegate who is also a candidate must notify the Election Committee and send her alternate to vote for her chapter to the polling place. A delegate who is a candidate and does not have a chapter alternate will receive special voting instructions. To avoid the appearance of impropriety, typically the delegate/candidate will be given a time prior to the scheduled election for early voting. Delegates Voting Chapters not having representation reporting to voting polls will be reported to the National President and/or Area Director. 8

Tellers Committee Role and Responsibilities A Tellers Committee shall be appointed by the National President or Area Director at least 90 days prior to each National Assembly or Area Conference. The Election Committee may also serve as the Tellers Committee. Members of the Committee shall have attended at least one prior National Assembly or Area Conference within the immediately preceding five (5) years, and the Chair, preferably, shall have experience serving as a teller. The National Tellers Committee shall have five (5) members ---one from each Area and a Chair. Similarly, the Area Committee should have an uneven number of members ---four or more who are representative of the Area, and a Chair. The Tellers Committee shall: Supervise the counting of votes. Determine the number of votes cast and the number required to win for each office. Prepare the tally sheets, as prescribed and prepare a written report of the results. Teller s Chair to report the results of the balloting immediately to the Election Committee Chair who reports the results to the National President or Area Director (or other presiding officer). At the next business session, the Election Chair shall report to the National Assembly or Area Conference without declaring who has been elected. The Presiding Officer shall re-read the election results and declare the election results (See Election Problem Resolution section of this manual). Ensure the security of the tally sheets and ballots (if printed ballots are used). These shall be sealed and placed in the custody of the Chief Administrative Officer? to be preserved for 60 days following the close of the Assembly or Area Conference. After that time, all ballots and tally sheets shall be destroyed. Monitors (Observers) Each candidate shall be allowed to designate a person to monitor the election on her behalf. The names of monitors are to be given to the Chair of the Election Committee at a specific time; at least 24 hours before the election. The time will be designated in the Election Rules for that particular Assembly or Area Conference. Role and Responsibilities An election monitor shall observe the casting and tallying of votes on behalf of her candidate. To avoid any appearance of impropriety, a monitor may be any member of The Links, Incorporated, who is not a relative of a candidate or herself a candidate for another office, 9

committee or chair of a committee. (A relative refers to mother, grandmother, daughter, aunt, sister, cousin, or in-law). Monitors are asked to adhere to the following rules: 1. Report to the polling place no later than 15 minutes before the start of voting with a Links identification card or number and a picture identification to gain admission. 2. Agree to keep confidential all information ascertained during the voting and computing processes. 3. Remain in the polling place until the votes are tallied. 4. Refrain from conversing with voter. 5. Signal immediately any member of the Elections or Tellers Committees to report violations of election rules. 10

APPENDICES 11

Appendix A Sample Report of the Election Committee (National or Area) Election Rules for # National Assembly/Area Conference, Date and Location Note: (dates & times listed are examples only) Voting shall take place on Friday, July 4. The time and room name are TBD. Training on the voting machines will take place in Thursday, July 3. The time and room name are TBD. Each chapter is allowed one certified voter. An eligible voter shall be either the chapter s delegate or alternate not both. A chapter s designated voter must present her Links identification card or Links number and a picture identification to be certified to vote. Persons inside the voting room at the posted closing time shall be allowed to vote. There will be no talking inside the polling place. For this reason, it is crucial that voters attend the training session on the use of the voting machines. Candidates are prohibited from being within (75) yards of the polling place. Only members of the Election Committee, the Tellers Committee (Area only), the appointed election monitors, the voting machine staff, and one certified voter per chapter will be admitted to the polling place. No Connecting Links, Heir-O-Links, or guests are allowed. Their behavior is the responsibility of the member to whom they are related. She will be subject to disciplinary action just as if she herself had committed the infraction. If a delegate is a candidate, she must send her alternate to the polling place and notify a member of the Election Committee. If she has no alternate, she should contact the Chair of the Election Committee for special voting instructions 24 hours or more, prior to the scheduled election time; Candidates may appoint one member of The Links, Incorporated, who is not a relative, as her election monitor. Names of monitors must be submitted to me in room no later than 12

. Monitors must also present the same identification as voters. Any changes in monitors will not be accepted after. If one voting machine malfunctions while a voter is attempting to cast her ballot, she must signal a teller and she will be assigned another machine. In the event of more than two (2) candidates for an office; and if, after the second balloting one candidate has not received a majority, a third ballot shall be cast between the two leading candidates. If there is a tie on the third ballot, the election will be determined by lot. The election results will be declared officially by the presiding officer following the report of the Chair of the Election or Tellers Committee (Area only.) All members of the Election Committee; Tellers Committee (Area only); monitors and voting machine personnel must arrive at the polling place at. 13

Appendix B Election Committee/Tellers Report Form* Office: Number of Votes Cast: Number Necessary for Election: Votes Received by: Name Received Illegal Votes: Explanation of illegal votes: Signed and dated by each member of the Tellers Committee *One Tally Sheet is to be used for each Office. 14

Appendix C MONITOR DESIGNATION FORM FOR CANDIDATES NOMINATED FROM THE FLOOR (Sample) # National Assembly of The Links, Incorporated Date Place INSTRUCTIONS Each candidate is allowed to designate a person to monitor the election on her behalf. In choosing a monitor, candidates are asked to adhere to these rules: To avoid any appearance of impropriety, a monitor may be any member of The Links, Incorporated, who is not a relative of a candidate or herself a candidate for another office, committee or chair of a committee. (A relative refers to mother, grandmother, daughter, aunt, sister, cousin, or in-law). Monitors are asked to adhere to the following rules: 1. Monitors must report to the polling place no later than 15 minutes before the start of voting with a Links identification card or number and a picture identification to gain admission. 2. Monitors must remain in the polling place until all votes for all candidates are tallied and may not converse with voters. 3. Monitors should signal immediately any member of the Elections or Tellers Committees to report violations of election rules. Figure 1 NAME OF MONITOR ASSEMBLY CONTACT INFORMATION CANDIDATE S NAME By signing this form I attest that my monitor is not a relative as described above. CANDIDATE S SIGNATURE 15

Appendix D Form COE 61-3-B (Election Monitor) The Links Organization Introduction: CONFIDENTIALITY The duty of an election monitor is to ensure the integrity and accuracy of the casting of votes and the tallying of votes on behalf of the candidate she represents. CONFIDENTIALITY STATEMENT As a member of The Links, Incorporated assigned the monitoring responsibility for a candidate for office, I understand that I may see, hear, be given access to, or come in contact with sensitive information during the election and tallying process. I understand that this information is confidential and that unauthorized use or disclosure, during this process or after its conclusion, may result in corrective action taken against me in accordance with the Code of Ethics of The Links, Incorporated. I certify by my signature that I have read and will abide by the Confidentiality Statement written above. Signature Print Name Membership Number Date 16