Voting Policy

Voting - proposed policy This page details the current format for elections. It is subject to change based on the current board's preferred method. However, the bylaws do dictate some of the rules, so before making changes, be sure to consult the bylaws. To see the results of past votes, go to the Voting Results page.

Board Members

The board member roles, titles, term duration and limits are defined by the Bylaws.

Nominations

Any member in good standing can nominate any member in good standing (including themselves) for a Board position and Officer role. There is no limit to the number of nominations made (within reason). The same person can be nominated for 1 or all roles. If no nominations are made for a board position, the outgoing office holder may elect to serve another term, if eligible. Nominations can be made in person at a board meeting or electronically via email. The window for nominations will open at least 4 weeks prior to the annual meeting and will close before voting at the annual meeting. Nominees will be contacted to inform them of the nomination by the secretary. All nominations must be made and accepted by writing, email to a designated email, or by posting in the MakeICT forum. Once accepted, a nomination can only be declined in writing, by email to a designated email, or by posting in the MakeICT forum.

Voting

Members in good standing who meet the requirements set by the standing rules can vote at the annual meeting. The voting period will begin at a time specified by the election committee and will end 48 hours later. Voting will be conducted online and current members will receive an email with a unique link for their vote. All nominees will be listed on the form and write-ins will not be allowed as there will not be time for the nominee to consider and decline.

Election committee

At least two weeks before the election the board shall appoint members of an election committee at the board meeting preceding the election. The secretary is responsible for nominating election committee members.

The ballot will be assembled at the annual meeting by the secretary and reviewed by the election committee, to be sent out within 24 hours from the beginning of the annual meeting. The election committee must be comprised of people who are not candidates for elected offices. At least three election committee members must be present at the end of the annual meeting to assist with the ballot.

Recommended committee members include but are not limited to the following:

• The secretary present at the annual meeting
• Representative from the IT committee
• Representative from the Security committee
• Former board member
• Outside counsel

Responsibilities of the election committee include the following:

• Assembling the ballot
• Sending out the ballot
• Ensuring the anonymity of voting members
• Counting the votes
• Determining the results
• Announcing the results
• Controlling access to the ballot and voting in progress

Results

A quorum set forth by the bylaws is needed for an election. Issues and elections are decided by a majority vote or other percentage set by the standing rules or bylaws. A tie in election results will be settled according to the bylaws.

Other

Other items to vote on may include proposed changes to the standing rules and upcoming year's budget.

Approved by the board 21 February 2019