Election Committee

From IVSA Wiki
Jump to: navigation, search

The Election Committee consists of three people:

  • One current or former member of the ExCo
  • Two other members of the General Assembly

No member of the Election Committee may nominate or be nominated in the elections which they are governing (the ExCo, Secretariat and Trust elections).

The Election Committee are also asked to govern the Committee Chairman elections, as these are run in the same way and at the same time as the ExCo, Secretariat and Trust elections (for Committee Chairs, if there is only one nominee for a position for which the vote is not required to be by written ballot, nominees running unopposed can be declared elected without a vote just like our Bylaws allow for ExCo officers).

The Election Committee are also asked to be responsible for any written ballot votes, as they should be provided with paper and printing facilities by the OC for organizing the written ballot votes for the ExCo, Secretariat and Trust elections. The Election Committee should always be ready to type up and print out ballots in case a motion for a written ballot comes up at any time. In case revoting occurs, this should be anticipated and prepared for.

All votes for people should be by written ballot, as should a vote for the host of a Congress or Symposium.

General Information

  • The GA needs to be informed about the ExCo and Secretariat positions –

motivation, personal qualities/expertise required, workload, etc. This is best done by the current ExCo.

  • Delegates need to know how to nominate and when is the last time they are able to do so, and that they should be prepared to say a few words before the nominee speaks about why they nominated that person.
  • Nominees need to be informed of the requirements for the motivation letter and speech.
  • Information on the election system (check the current Bylaws and Constitution!):
    • If there is only one nominee for any position, they are elected without a vote.
    • If there are fewer nominees than the total number of positions on the Secretariat or Trust, they are elected without a vote.
    • Each country has two votes for each position on the ExCo, and contested Committee Chair positions
    • Each country has two sets of 8 votes for the Secretariat (no more than 2 votes for each nominee).
    • Each country has two sets of 6 votes for the Trust (no more than 2 votes for each nominee).
    • It is OK to split the votes within the country, and it is OK to abstain.
    • In case there is no simple majority (more than 50% of votes cast) for one position, the person with the lowest number of votes will be removed and there will be another election for that position.
    • Nominees for ExCo will automatically run for the Secretariat, unless they wish otherwise. When opening nominations, delegates should be reminded of this!
  • Having one paper sheet with two ballots on it (one for each vote or each set of votes) helps to avoid confusion.
  • Delegates of one country should discuss and decide on who they want to elect before the election takes place, as there will be no time to discuss it then!

The Presentation of Nominees

  • Present a list of nominees no less than 48 hours before the voting takes place (on screen in the GA and on paper which should go up somewhere where it will be seen by delegates). Double check the correct spelling of the names!
  • Motivation letters should be presented no less than 24 hours before the election takes place (if you want, you could also upload the motivation letters, e.g. onto a dropbox, so delegates can read the motivation letters in the bus or wherever as we are rarely in one place all the time). Good places to hang the motivation letters are outside the room where GAs take place, the sleeping accommodation, dining room, etc.
  • Create an email for the committee like election@ivsa.org to collect the motivation letters (you can ask the PRC to help you do this). Clearly state a deadline for the nominees to hand it in by (checking all the documents, printing them and hanging them up needs quite a lot of time!)
  • Think of a standard format for each nominee, so it is fair and easy for everyone, and inform the nominees about it. For example:
    • No more than one paper sheet, font size no less than 12
    • Highlighted: your name, your country, the position you are running for
    • A big photo of you where you can be recognized
    • Motivation, experience and goals
    • Should be in pdf format, as it’s the format that works well on any computer/printer/program (when using word: go to file, and click on 'export as pdf’, or just save as a pdf)
    • Name the file as follows: ExCo_First Name_Last Name, Secretariat_First Name_Last Name, Trust_First Name_Last Name, Committee Chair_First Name_Last Name

Oral presentation in the GA

  • In the GA before the voting takes place, nominees will have the possibility to orally present their motivation to run for the position. Absent nominees can do that through Skype or similar (collect the relevant contact details before the GA, and make sure the connection works!), or in case that is not possible, through a powerpoint or letter.
  • Before all nominees have been presented, the Election Committee should remind delegates of what they should take into account when considering who to vote for. They should remind delegates about the importance of voting for the most suitable people for the governing and advisory bodies of IVSA. Delegates should consider which nominee is most suited for a position, based on:
    • Their personal attributes (e.g. organizational skills, ability to work in a team)
    • Motivation and dedication to IVSA
    • Relevant IVSA experience and other experience which might be relevant to the position they are running for
    • Overall, who they think is most suited to the position and whose election to that position will result in the largest overall benefit to IVSA
  • The nominators (just for the ExCo positions) are expected to say a few words on why they nominated the nominee (perhaps a 30 second limit on this).
  • Make sure you limit the time and questions, and discuss with the Chairman about this! Nominees should aim to structure their time, as they will be cut off after that time. Standard limits could be 2 minutes for ExCo nominees with 3 questions allowed at the end, and 1 minute for Trust and Committee Chair nominees with 2 questions allowed at the end. Questions should be directed to all nominees for one position together.

For the Secretariat, 1 minute could be allowed for each nominee to speak, with 3 questions allowed at the end, directed to all nominees in front of the audience, with each nominee giving a (very) short answer to that. Calculate carefully how much time everything needs, as time in GAs is limited!

  • Nominees running for uncontested positions should be given the opportunity to present their nomination as any other nominee.

Ballots

  • Alphabetical order of the names on the ballot will speed up the counting of the Secretariat votes!
  • You don’t need to include positions that only have one nominee on the ballots.
  • Print the ballot two times on one sheet = 2 votes per county, 1 paper sheet per country.
  • An example ExCo ballot and an example Secretariat ballot are given below. A Trust ballot should be modelled on the Secretariat ballot.

Example ExCo Ballot

62nd IVSA Congress in Utrecht, The Netherlands 2013

Election ballot for the Executive Committee 2013/2014

  • Choose only 1 person for each position. If you want to abstain, leave the box empty
  • You will get 2 ballots per country
  • Fold the ballot once and hand it to the election committee
  • Vote like this: x . If you need to correct, do it like this: x ■

Secretary General choose only one!

□ Candidate full name, country

□ Candidate full name, country

□ Candidate full name, country

Development Aid Director choose only one!

□ Candidate full name, country

□ Candidate full name, country

Public Relations Coordinator choose only one!

□ Candidate full name, country

□ Candidate full name, country

□ Candidate full name, country

Member of ExCo Position choose only one!

□ Candidate full name, country

□ Candidate full name, country

Example Secretariat Ballot

62nd IVSA Congress in Utrecht, The Netherlands 2013

Election ballot for the Secretariat 2013/2014

You will get 2 ballots per country.

Please be sure to put no more than 8 crosses on each ballot!

Fold the ballot once and hand it to the election committee. Elect up to 8 Secretaries from the following nominees:

□ Candidate full name, country

□ Candidate full name, country

□ Candidate full name, country

□ Candidate full name, country

□ Candidate full name, country

□ Candidate full name, country

□ Candidate full name, country

□ Candidate full name, country

□ Candidate full name, country

□ Candidate full name, country

Election Process

  • Try to be very organised – the more mistakes made, the more time needed!
  • Give a short presentation on how to vote (or to abstain) and present the ballot on the screen.
  • Ask for questions regarding the process.
  • All nominees for the positions currently being voted on have to be outside the room when the election takes place.
  • All ballots should be stamped with the IVSA stamp on the back, so that when they are handed in folded, it can be seen that they are proper ballots
  • Hand out the ballots by calling for one person from each country to collect them.
  • Collection can begin as soon as all the ballots are handed out, and each country should be ticked off the list once you have their ballot. Talk to the Chairman of the GA about closing the poll if one or several countries are delaying the process by not handing in their ballots.
  • Ballots not returned are counted as spoilt ballots, not abstain votes - each country is expected to return a ballot paper, and if they wish to abstain should return a blank ballot paper (thus keeping the identity of those who abstained secret)
  • If someone makes a mistake on their ballot and requests a new one, it should be confirmed that the ballot is genuine by inspecting the stamp without opening the ballot, before destroying it and handing out a new one

Counting

  • Make sure you have a quiet room where you can count the votes, with a computer, a printer and enough paper (you need to change and print the ballots of the Secretariat and maybe Trust after the election of the ExCo! If there is no such room very close to the GA room, you should ensure that a section of the GA room is reserved for the Election Committee.
  • In cases where a simple majority is required but not obtained, you will need to print extra ballots for revoting!
  • The votes need to be counted at least two times to avoid mistakes. Follow this procedure to save time:
    • One person read out the elected persons on the ballots.
    • The other two of you separately count the votes (with lines after the names – use the nominee list with the same alphabetical order, so you don't need much time to search for the name).
    • Compare your results and redo the counting if they do not match.

Presenting the Results

  • Prepare a slide/document with the winners of the election that you can present on the screen in the GA and on the homepage.
  • Make sure that photos are taken of the new ExCo and the new IVSA Officials for the website.

Informing the nominees not present at the GA via email

For example, an email to someone who was not elected to the ExCo could be modelled on this:

Dear _________,

On behalf of the Election Committee of the 62nd IVSA Congress, I regret to inform you that you were not elected to the Executive Committee 2013/2014. We highly appreciate your involvement and dedication to IVSA, and hope you will continue your work with us to the benefit of IVSA. We look forward to seeing you at the next Symposium or Congress!

Best regards,

Your name ExCo Position Election Committee 62nd IVSA Congress election@ivsa.org www.ivsa.org

Hill's – the Exclusive Diamond Sponsor of the IVSA 'IVSA and Hill's – Working together towards better veterinary education and care worldwide'


back to Committees and Groups Manual