WCDP ELECTION RULES AND PROCEDURES

                   (As adopted by the Executive Board on March 24, 2009)

 

BALLOTS

 

·        Number of ballots prepared – 500.

o       Extra paper available in case run out.

·        Marsy will prepare ballot form.

o       List in order Chair, Vice-Chair, Treasurer, Secretary, and Member at Large.

o       Candidates should be listed in alpha order.

o       Box to check for vote.

o       No write in votes.

o       No proxy votes.

·        Chris will print ballots.

o       Chris will Bates number from 1 to 500.

o       Will use colored paper.

·        Chris will deliver ballots to Dorothy prior to April 7.

·        Amy will bring extra pens for use in marking ballots.

 

CAMPAIGNING

 

·        Amy will arrange for an email to be sent to the list of delegates explaining the terms of their eligibility to be a member of the WCDP and to vote on April7, 2009.

o       The email shall list by alpha the candidates for each office and provide a link to the WCDP website for more information.

·        Each candidate may send an article no longer than 500 words to Alicia, together with a photograph, for placement on the WCDP website.

o       The deadline for submissions is Sunday, March 29, 2009.

·        No candidate or their representative may use NGP or the VAN, or downloads from them, or any other WCDP proprietary database for use in campaigning or contacting voters.

o       The one exception is the list of seated delegates distributed by Chris on March 25, 2009.

 

THE ELECTION

 

·        Registration.

o       Marsy and Amy will identify sufficient volunteers.

o       There will be stations to register elected officials.

§        Have alpha list of elected officials.

§        Amy will promptly notify said officials by the best means available of their CC membership and eligibility to vote.

o       There will be stations to register CC members by alpha.

§        Have CC list.

o       There will be stations to register Declaration CC members.

§        Have delegate list and declaration forms.

o       Registration will start at 5:30 PM.

o       Registration of voters will close at 6:30.

§        Persons in line at 6:30 may still register to vote.

o       When person registers, volunteer stamps the ballot and hands to CC member.

§        Amy will provide stamps and ink pads for each station.

§        Cross off name when ballot handed out.

§        If Declaration member, obtain signature on Declaration form.

·        Record name to add to official CC roles.

§        Nametag of specific color provided to the all CC members.

·        Amy to provide name tags.

·        Have on hand nametags of different color for non-CC members.

o       Volunteers cannot register themselves.

o       Missing ballots will not be replaced.

o       Count number of ballots handed out.

o       Count number of ballots not handed out.

·        Campaigning can start at 5:30 and continue until 6:15 in the meeting room.

o       Campaigning can continue outside of the meeting room until registration closes.

o       No signs attached to walls, etc.

o       Campaign materials can be distributed and candidates are responsible for collecting any such materials after the meeting is adjourned.

·        Seating process.

o       Marsy and Amy will identify volunteers to direct seating.

§        Try to provide seniors with close access to ballot boxes.

o       CC members in front section.

o       Non-CC members seated behind walkway.

·        The meeting will start at 6:15.

o       Amy will provide 6 ballot boxes.

§        At the discretion of the Commissioner of Elections, fewer than 6 ballot boxes may be used.

o       Alison will call the meeting to order.

§        Alison will have reasonable discretion to delay start of meeting if conditions warrant.

§        Alison will have the Pledge of Allegiance.

§        Alison will then introduce Dorothy and turn the election over to her as Commissioner of Elections.

o       Dorothy will briefly explain procedures.

§        Voting will commence.

§        Dorothy can consider handouts or PowerPoint as needed.

§        Instructions in writing should be posted or provided at registration.

o       Dorothy will assign two volunteers to keep custody of each ballot box.

§        The box will remain in the meeting room until removed to the counting area.

o       The formal CC meeting will go on while votes are counted.

o       The two volunteers with custody of each ballot box will count ballots in separate room or area.

§        Candidates or one representative per candidate can monitor counting.

§        One person read vote, another person mark it.

§        Ensure number of votes counted does not exceed number handed out.

§        Close votes, within 12 votes, shall be recounted before results announced.

o       Dorothy will announce results before meeting is over.

§        Advise bylaws allow 48 hours to challenge results.

§        Read bylaw provision for challenges.

o       After counting is completed, Dorothy will seal each ballot box and take custody of them until the new board authorizes their disposal.

 

 

SWEARING IN OF NEW OFFICERS

·        Swear in immediately before April Eboard meeting set for April 21, 2009 at 5:30 pm.

·        New officers take office for the meeting.

o       Get judge for swearing in.

·        Ceremonial swearing in at next general meeting on May 5, 2009.