By Jeffrey Stern
In some associations, elections are looked upon as a necessary evil. Other groups, arguably more enlightened, see them as a way to ensure the right people are properly placed in the positions that most benefit the chapter as a whole.
Regardless of the overall attitude regarding elections, it is important to run them properly. The process runs more smoothly and is less of a pain if you avoid the speed bumps that can come with the territory.
Before you can consider counting votes, it’s vital that your bylaws spell out the manner in which the election is conducted. Length of terms, restrictions on who is eligible to serve, the nomination process and when the election is annually conducted (e.g. at the annual meeting, first Monday in April, etc.) should all be specified in the bylaws.
Oversight is important. Usually the secretary or sergeant at arms ensures that elections all procedures are followed. If the bylaws don’t identify the office of the person who takes that role, appoint someone (preferably a high-ranking board member) to manage the election process.
There are few things worse than having a member run for office and win, then quickly resign because he or she didn’t fully realize what the job entailed. Avoid that problem by giving potential candidates all the information about the position. That includes a job description and a list of any additional duties (e.g. attendance at meetings, chairing a committee, etc.).
Ideally, nominations are made well in advance of the election. That way, nominees can bone up on the requirements and the members can familiarize themselves with the candidates. In some cases, a little campaigning will go on. That’s OK as long as it’s handled in the right way. Candidates should state why they are the right person for the job, not why the opponent(s) are wrong for it.
Notice of the election must be provided to ensure there are enough members on hand to vote. In many associations, a minimum number of members is required to participate in order to validate the election. Conducting the election at the annual meeting usually serves as the best insurance for required ballots cast.
Don’t forget to make allowance for absentee balloting. Your bylaws should indicate whether that is an option and how members go about casting such a ballot.
Secret balloting can be a painstaking process, depending on how many slots you are filling, how many people are running and how many ballots will be cast. An advantage of the secret ballot is that the results are reported as raw numbers; the unsuccessful candidates don’t know for sure who voted for whom. If you choose to use the raised hands method, consider asking the candidates to leave the room during the voting and return for the results. Congratulate the victor and thank the unsuccessful members for their interest but be prepared to provide actual numbers if the losers want them.
Jeffrey Stern is Referee’s senior editor.
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