created by Governance committee 2014.
Election of a new Board of Directors at an Or Shalom Annual General Meeting:
1. Explain this process and the decisions to be made, clarifying questions can be asked. The Chair points out the directors moving into the second year of their two year term, and so are not up for election.
2. If the outgoing board recommends a change in the number of Directors, as allowed by the bylaws, then the Chair moves that the number of directors be as recommended by the [outgoing] Board. Assume it carries, or is amended to another finite number.
(If it fails to carry, then another motion needs to be proposed (by the Chair or by any member) specifying a new number. During debate this can be amended until the AGM is satisfied and then passed)
3. The Chair introduces the nominees for election/re-election as recommended by the [outgoing] Board. (The names of these individuals need to be printed on hand ballots prior to the AGM and available for the Governance Committee at the Meeting. They are not to be handed out however unless a ballot count is needed- see #7 below)
4. The Chair opens nominations from the floor. each nominee indicates if they will stand with only a brief yes/no answer.
5. After the Chair closes nominations from the floor, all nominees (both recommended and from the floor) can make a 2 minute introduction each.
6. “n” is the number of nominees that can be voted in by the Assembly in order to reach the required number of Directors (Continuing + New Board members) as determined in #2.
If the total nominees is less than or equal to “n”, the chair calls for a voice vote (not acclamation) to approve the full slate of nominees. There is no debate (although the Chair at his /her discretion should answer procedural questions from the Assembly.)
If the slate does not pass on voice vote, or if the total number of nominees exceeds “n”, then a written ballot vote is required.
(We observe a written vote rather than a hand vote so as to preserve the dignity of the nominees as far as it is possible and to ensure accuracy of the count).
7. Each member in good standing exchanges the ticket they received at the door check-in for a ballot. The ballot has the names of the nominees and several open spaces, where the member can write in the names of the floor nominees.
8. Each member indicates on their ballot their “n” choices of directors. They leave the others blank. Voting for fewer than “n” is allowed. Voting for more spoils the ballot, removing it from the count as if it had not been cast and the number of members reduced by 1.
9. The referees of a ballot count will be the Co-Chairs of the Governance Committee. The referees gather the ballots, and tally the number of votes for each nominee. The Board Secretary audits the referees. If the Secretary is standing for election, then another Officer must serve as the auditor.
[Note: given that vote counting, if it does occur, will take time an alternative activity should be provided for the Assembly – music, a teaching, etc., may be a good idea to plan for in advance for this possibility].
10. Each valid ballot is counted and the top “n” nominees become Directors.
In the event of a tie vote for the last “n” spot, a run-off between the tied nominees will take place. This will require providing new paper ballots to the Assembly (could be printed or names could be hand-written; only the tied nominees are voted on). These ballots will then be counted in manner previously described.
[Note: In the unlikely occurrence of a tie vote, there may be a temptation to simply expand the size of the Board to accommodate more nominees. This, however, cannot occur because the Resolution under consideration is the election of Directors and cannot be interrupted by a different Resolution at this time.]
11. The referees hand the names of the elected directors to the Chair. At this stage, all previous directors are replaced by the new Board.