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.
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
- Nominations end March 31st and 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
3.3. Create Election Poll
3.4. Send Election Announcement
3.5. Send Election Results Notice and Update Election Wiki Page
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.