AGM 2023 Executive Committee Process

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Nominations

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Nomination e-mail:

• E-mail sent to all active members whose membership is current (i.e. not expired)

• Include position descriptions for all committee roles

• Form for people to nominate themselves

• If a member would like to change their nomination, please contact president.sydneyrockies@gmail.com

Collection:

• Secretary will download member records as at the start of the process

• Nomination period will be open for 3 weeks from 23 Oct to 13 Nov

• All nominations will be cross checked with the original member record to ensure that only current members are nominated

• Any person nominated who is not a current member will be excluded and informed via e-mail

• Invite nominees to send a portrait photograph for the voting form

Voting

Club Rules on Voting:

4.8 Nomination sufficient
If only one nomination is received for a vacancy on the Committee, the candidate nominated is taken to be elected.

4.9 No nomination
If no nomination is received for a vacancy on the Committee, or if no person who is nominated for a vacancy on the Committee accepts that nomination, that position is taken to be a casual vacancy.

4.10 Ballot
If more than one nomination is received for a vacancy on the Committee, a ballot is to be held. The ballot for the election of Committee Members is to be conducted in the usual and proper manner as directed by the Committee.
 

Preparation:
 

• Voting form will be created with all valid nominations per committee position

• Brief paragraph will be included in order for people to make an informed decision

• Portrait photograph can be included

• E-mail will be sent to all members

• Voting will be open for 2 weeks from 17 Nov to 8 Dec

• Only one vote per person – if more than one is received from an individual, the first vote will be counted

• All member votes will be cross checked with the original member record to ensure that only current members have voted

• Any person who is not a current member will have their vote excluded

• In-person or teleconference voting will also be available at the AGM (run during the voting period)

• Votes will be tallied after the voting period has closed

Outcome of 2022 Process – Nominations for each role were received and no ballot was required – hence the nominations were taken as elected as of 29 Nov 2020

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