Procedures for the yearly BoardOfDirectors elections.
Contents
1. Background
Class 3 board directors server for a term of one year. Class 1 and 2 board directors serve for a term of two years. Class 1 is elected during even years, and Class 2 is elected during odd years.
Template for announcements here are suggestions and not mandated.
2. Timeline
- Call for nominations should be posted to hcoop-announce in the first week of March. If there are insufficient acceptances by mid-March, send a second call, and contact any candidates who have not accepted or rejected their nomination.
- Nominations end March 31st at 00:00 UTC
- Create election poll in portal after nominations are closed
- Send election announcement as close as possible to 00:00 UTC on April 4th
- Board election runs from April 4th 00:00 UTC to April 11th 00:00 UTC
- If there are insufficient votes to reach quorum after three days, post a reminder announcement
After election is closed, update ElectionYEAR Results Summary with a link to finalized poll and list of who won in each class, and who has one year remaining in their terms.
- Board must then meet and elect officers before the end of April so that we are able to file our updated list of directories with PA before the deadline
After the election, a member of the AdminGroup will adjust the board@ email alias, portal membership in the board group, the default CC list for board tickets in bugzilla, and any other admin managed resources to include the newly elected members and to remove departing members.
3. Procedure
3.1. Create Election Page
Named ElectionYEAR, using ElectionTemplate as the base.
3.2. Send call for nominations to hcoop-announce
Subject: Nominations Are Open for Board Election @YEAR@ To: hcoop-announce@hcoop.net @Preferred Mail Opener@, Election season is here, and nominations for the board of directors are officially open. See <https://wiki.hcoop.net/Election@YEAR@> to view the current nominees, to nominate someone for the board (even yourself!), or to see if you were nominated. There are three positions up for election, so we will need at least as many candidates to accept their nominations. If you are interested in running for the board, you can get an idea for the duties required by consulting the wiki: <https://wiki.hcoop.net/BoardMemberDuties> In Cooperation, @YOU@
3.3. Create Election Poll
Visit https://members.hcoop.net/portal/poll and create a new poll
Title: Election@YEAR@ Start date: 04/04/@YEAR@ End date: 11/04/@YEAR@
Max votes/person: 3
Add the candidates, and ensure a "None of the above" option is also added.
This is the poll for the @YEAR@ Board of Directors election. You may vote for up to 3 candidates. The two candidates receiving the most votes shall serve for a term of two years; the other shall serve for a term of one year. Please see candidate statements at https://wiki.hcoop.net/Election@YEAR@ If voting for "None of the above" do not vote for any of the other candidates. Your vote will be recorded and counted towards a quorum but will otherwise be without effect.
3.4. Send Election Announcement
Subject: @YEAR@ Board Election Has Begun To: hcoop-announce@hcoop.net @Preferred Mail Opener@, The @YEAR@ Board of Directors election has begun. If you have been member for 45 days and are in good standing you are entitled to vote in this election. We ask that all members at least vote "None of the Above" as we must meet a quorum of twenty percent of the membership for the election results to be valid. Please vote on the member portal at: <https://members.hcoop.net/portal/poll?id=@POLLID@>. The Board of Directors of our cooperative consists of five members who set policy and are ultimately answerable for the direction our cooperative takes and the services that it provides. @XXXX@ and @XXXX@ have one year remaining in their terms. There are three seats up for election, currently occupied by @XXX@, @XXX@, and @XXXX@. [If any directors are not seeking relection: @XXXX@ are not running for reelection; we'd like to thank them for their service to the coop.] The candidates are: - @XXXX@ - ... Their board statements are linked from <https://wiki.hcoop.net/Election@YEAR@>. For those of you who have not voted in an HCoop election before, the procedure is fairly simple. Voting is by open ballot for a period of a week (April 4th through April 10th 23:59 UTC). You may vote for up to three candidates, and you may change your vote at any time during the voting period. In Cooperation, @YOU@
3.5. Send Election Results Notice and Update Election Wiki Page
Subject: @YEAR@ Board Election Results To: hcoop-announce@hcoop.net The election for the @XXXX@th board of directors concluded April 10th, @YEAR@. @N@ members voted and results may be viewed at <https://members.hcoop.net/portal/poll?report=@POLLID@>. @new class 1/2 member 1@ and @new class 1/2 member 2@ each received @N@ votes and will serve two years terms in board class @N@. @new class 3 member@ received @M@ votes and will serve a one year term in board class 3. @current class 1/2 1@ and @current class 1/2 2@ in board class @M@, each have one year remaining in their terms. The date of the first meeting of the board of directors has yet to be determined, but will be announced soon. The proposed agenda will be posted at <https://wiki.hcoop.net/IrcMeetings/Next>. In Cooperation, @YOU@
4. Misc Notes
Portal is possibly using local server time for poll start/end dates... need to confirm. In that case, the election really starts/ends at midnight ET, not UTC.
Current method to check quorum: check https://members.hcoop.net/portal/money?cmd=bals for list of members; ensure that 20% have voted.