There are more elements to an election than distributing and counting ballots. It’s crucial to follow the bylaws, line up candidates and determine voting procedures. Here are some details.
Step 1 — Members must be informed well in advance when and where the election is to be conducted. The notice should include the slate of positions to be filled, the length of their terms and the responsibilities of each position.
Be sure the meeting place can accommodate the crowd. Also, be sure only those who are eligible to vote are doing so.
Step 2 — The smoothest elections are those in which the candidates are identified in advance. Although nominations from the floor should be accepted if appropriate, waiting until election day to nominate candidates is time-consuming and often contentious.
Step 3 — Candidates should be allowed to campaign. But be specific about what type of self-promotion is allowable. Some associations ask candidates to write a position paper; others allow each candidate an equal amount of time to state their qualifications. In either case, make sure the campaigns are free of mud-slinging and personal attacks. Have the candidates state why they should be elected, not why their opponent(s) should not.
Step 4 — The bylaws should state whether the vote is by open or secret ballot. In the former case, have the candidates step out of the room while the vote is conducted. In some cases, it will be obvious by the show of hands which candidate has won. If it appears close, the president or secretary should count or designate members to count. If secret ballots are to be used, have printed ballots or index cards available for members.
Appoint election tellers to collect ballots and assist in canvassing the returns. Allow each candidate to designate a person to observe the ballot count.
Step 5 — After verifying the results, announce them. Save written ballots for 30 days in the event of a challenge (i.e., a ballot cast by an ineligible member).
Congratulate the victors but be sure to thank the defeated candidates for their interest and encourage them to run again.
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