Choosing the people who will run your association is an important task. Remember that the most talented officials in the group aren’t necessarily best equipped to make decisions regarding how the association conducts its business. As with any other association affairs, it’s crucial to follow the bylaws when election time rolls around. If your association does not have bylaws, or has bylaws but they do not spell out election procedures, here are some things to keep in mind.
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.
Every association has members who rarely attend regular meetings but never fail to miss the annual meeting or election. Be sure the meeting place can accommodate the crowd. Also, be sure only those who are eligible to vote are doing so (for instance, in some chapters, novice or probationary members do not enjoy voting privileges until they reach a higher membership plane).
Step 2 — The smoothest elections are those in which the candidates are identified in advance of the meeting. Although nominations from the floor should be accepted if appropriate, waiting until election day to nominate candidates is a time-consuming and often contentious process.
Step 3 — Candidates should be allowed to campaign for their positions. 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 at all close, the president or secretary should designate members to count or they should do it themselves. If secret ballots are to be used, have printed ballots or blank index cards available for members to cast ballots.
Appoint election tellers to collect the 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 that evening. Save written ballots for 30 days in the event of an election 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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