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How to Run an Election
by Fran Carter
INTRODUCTION
Regardless of how informal or small an
organization is, every election should be
conducted as if it could be subjected to the closest
scrutiny. From nominations, to vote, to ballot, to
count, it is important that the integrity of the
election be preserved AND documented.
RULES FOR ELECTIONS
By-laws outline the method to follow when
electing officers. First, they identify the officers or
positions to be elected. By-laws were considered
when the organization was first created, and may
have been changed to fit varying situations. The
specific time is outlined and prescribed for each
event as it leads to the actual elections. By-laws
should contain information concerning:
C When the elections are held (annual
meetings or .)
C Nominations—how and when.
C Voting—how and when.
Rules of Order (or procedure manuals) are the
written rules of parliamentary procedure adopted
by the organization. These usually refer to
efficient transaction of business in meetings and
usually speak to officers’ duties.
Most Rules of Order name an authority, such as
Robert's Rules of Order, Newly Revised, and
create rules to supplement or clarify the named
authority. Rules of Order address such things as:
C How the business meetings are conducted
C Duties of officers
C Standing committee duties
By-laws also address organizational business such
as:
C Objectives
C Membership and Dues
C Meetings (schedule, special, business,
quorum, etc.)
C Officers (describe office, how elected, term
time, etc.)
C Board of Directors (describe office, who is
elected, and who is appointed)
C Duties of officers
C Committees (defined, duties etc.)
C Nominations and elections
Following this procedure gives an organization
structure and direction. Rules and regulations are
guidelines which give parameters within which
members must work.

NOMINATING COMMITTEE
A Nominating Committee may be the most
important committee within your organization.
The key to the future rests in their hands. The bylaws
or Rules of Order usually describe exactly
how this committee is initiated and convened,
whether appointed from the board or officers, or
elected at a general meeting. Whatever mode is
selected for determining this committee, great
consideration should be taken in choosing
members.
The President does not “appoint” a nominating
committee and should not serve even as an exofficio
member of a nominating committee.
Members who serve on this committee should
have a good understanding of the duties and
responsibilities of the organization’s officeholders.
Once the committee is in place, and a convener or
chairman chosen, a search for nominees begins.
Names of persons submitted should be studied
carefully. Popularity is not a sufficient reason for
choosing a leader.
Qualities and abilities of candidates should be
considered before availability. It is a disservice to
the organization to select someone because they
will “take the job.” The nominating committee
should study the duties of each office and search
for the candidate(s) most able to perform these
duties. The committee should provide the
candidate with a job description and hope for a
positive response.
NOMINATING COMMITTEE
REPORT
The Nominating Committee presents a written list
of candidates for each available office to the board
of directors, usually with written agreement of
each nominee to serve if elected. Before the
election, the committee formally presents a
written report at a regular board meeting.
Nominations should be solicited from the general
membership. These names, (after all Rules of
Order are observed) accompanied by acceptances,
should be presented to the general membership for
election.
VOTING
Voting is the right and privilege of
every current member in good
standing. Members who reside in
various parts of the country should be given the
same right and privilege to vote as those who
attend an annual meeting.
Voting may be accomplished by voice or by
written ballot. If the vote is taken by voice,
members unable to attend should have another
option. If more than one candidate is proposed for
an office, the voting process should always be in
writing. The by-laws should provide for such
action.
If officers are to be elected by a majority vote, the
organization's by-laws should define “majority” as
meaning either more than half, or a two-thirds
vote.
BALLOTS
Ballots should include:
C Names of candidates and offices to be
filled
C Brief biographical information (see below)
C Length of time office is held
C When and where the announcement of
those elected will take place
C Instructions for voting
C Instructions for return (see below)
BIOGRAPHY INSERT
The inclusion of candidate biographies along with
the ballot is appreciated by members, particularly
those who are out of state. These biographies
should emphasize the qualifications most suited to
the office sought, be brief and pointed, and each
should be approximately the same length. It is
good practice to let the candidate review their
biography before printing and distributing.
RETURN OF BALLOT
Instructions may require the ballot to be placed in
a sealed “blind” envelope (one having no
markings). The “Blind” envelope goes into a
return envelope prepared by the organization. This
return, or “ballot” envelope, should be addressed
to the society with a bold entry, “BALLOT.”
Space is provided for the voter’s name and return
address to verify membership.
Marking a return envelope “Ballot” insures that
returns come from only those eligible to vote.
COST SAVERS
When cost is critical, print biographies in reduced
print on both sides of the paper. Consider using a
ballot that can be reproduced on one third of a
sheet, reducing printing and mailing expenses.
Both ballot and biographies may be printed on
light weight paper.
COUNTING AND REPORTING
A special committee is usually appointed or
elected to count and report the ballots. In a mail
election, as stated above, two envelopes are used
to protect the secret balloting. These are the ballot,
or outside envelope, and the “blind,” or inside
envelope. Ballot envelopes should be collected
and not opened until the deadline has passed.
Then, each envelope should be opened in the
presence of at least three persons. Their
instructions might be:
a. Verify that return name/address on the
ballot (or outside) envelope is on the
membership list.
b. As each ballot envelope is opened, set
aside the inside or “blind” envelope to be
counted later.
c. Verify that only one “blind” envelope is in
each ballot envelope received.
d. After all ballot envelopes are opened, they
should be counted, rubber-banded, and
labeled with a tally slip giving the count
and signed by all three counters.
e. Match the number of ballot envelopes
against “blind” envelopes. The count
should be the same.
f. Open each “blind” envelope within view
of all counters.
g. Begin tally and counting process.
h. One counter slowly reads each vote and
passes the ballot to the second counter to
verify as the third counter does the tally.
i. When completed, repeat the process, with
a new tally sheet with each counter taking
a different role.
j. Total both tally sheets and note discrepancies.
All counters should again shift
roles and votes for the office in question
should be read and tallied again.
k. Ballots should be counted and, with a
copy of the tally sheet signed by all three
counters, placed in a sealed envelope for
storage in a secure place.
l. A copy of the final tally sheet, signed by
all counters, is presented to the Board.
Winners and losers alike should be notified
immediately by the nominating committee (or in
some cases the counters). The notification process
should be written and well understood at the
beginning of any election either through the
procedure manual or by-laws.
Procedures which prove effective should be
written and passed along to next year's committee,
or presented to the board for inclusion in a policy
statement or procedure manual. The same holds
true for something that did not work well.
LEADERSHIP QUALITIES
Cooperation and communication are qualities
needed in prospective officers. Each nominee
should also have the overall welfare of the
organization in mind. Displaying respect,
integrity, courtesy, tolerance, compassion, and
humility to each society member should be
qualities each member should possess, but
qualities especially sought in leaders.
Ideals, objectives and the future of the
organization are at stake when any new officer
takes a position. The above qualities should be
sought by the nominating committee when
selecting candidates and weighed by members
when exercising their right to vote.
“Always ask a busy person, they know how to get
a job done,” is a quote heard often by a
nominating committee. Busy people are usually
well organized and energetic. But qualities
possessed by the quiet, shy person may be
invaluable. It might take time to search for that
unsung hero in your membership who is willing,
but not the usual volunteer. Look for the
individual who gets things done in a quiet manner,
with respect for fellow members and pride in
membership in their organization.
MORE THAN ONE CANDIDATE
Freedom of choice is what democracy is all about.
Whenever possible, select two or more good,
qualified candidates for each vacancy to be filled.
More than one candidate means there are several
people willing to become a part of an active,
viable organization. It means the organization is
growing and prospering.
Each candidate's abilities and background should
be studied; personalities and friendship should be
put aside when voting. Which candidate has the
qualities needed for the position? Careful thought
and consideration should be spent on your vote.
When you find yourself in the position of being
one of two candidates proposed for a vacancy—be
thankful. There is more than one person willing
to accept such an honor. And if the time comes
and the vote is for the other person, then smile,
congratulate that person, volunteer to help in any
way possible, and mean it. After all, the
organization comes first. If you believe in it
enough, you should be willing to do your share in
the operation and business of OUR organization.
REFERENCES
Lindley, Marcia Struthers. “Installation of
Officers.” Title 1:21 in the FGS Society Strategy
Series. Austin, Texas; Federation of Genealogical
Societies, 2000.
Luebking, Sandra H., editor. A Guide for the
Organization and Management of Genealogical
Societies. Austin, Texas: Federation of
Genealogical Societies, 2000.
Roberts, Henry M. (General). Robert’s Rules of
Order, Newly Revised. 9th edition. Glenview:
Scott, Foresman & Co., 1990

@@ Line 32: / Line 32: @@
 <li>Duties of officers</li>
 <li>Committees (defined, duties etc.) </li>
-<li>Nominations and elections </li><ul>
+<li>Nominations and elections </li></ul>
 Following this procedure gives an organization structure and direction. Rules and regulations are guidelines which give parameters within which members must work.

@@ Line 32: / Line 32: @@
 <li>Duties of officers</li>
 <li>Committees (defined, duties etc.) </li>
-<li>Nominations and elections </li>
+<li>Nominations and elections </li><ul>
 Following this procedure gives an organization structure and direction. Rules and regulations are guidelines which give parameters within which members must work.

How to Run an Election - Revision history

Admin at 21:31, 11 August 2012

Admin at 21:30, 11 August 2012

Admin at 21:30, 11 August 2012

Admin: Created page with "How to Run an Election by Fran Carter INTRODUCTION Regardless of how informal or small an organization is, every election should be conducted as if it could be subjected ..."