In order to meet goals, most officials associations will elect officers and a board of directors to lead the way in the various sports that the association represents. Proper election procedures and rules are essential and should be included in the association’s constitution and bylaws.
Following are a few questions with answers from the bylaws of a cross sampling of associations that other associations might want to consider.
How often should elections be held? Associations usually elect officers at an annual meeting to be held at a date, usually in the spring, specified by the executive board, and before the end of the association fiscal year. Some associations that are fall-sport oriented may find it more convenient to hold the election of officers during the season.
What is the notification process? It is proper that the secretary/treasurer notify membership of the date, time and place of the election and notify them of a slate of candidates. The notification should be mailed (and/or e-mailed) to the membership at least two weeks prior to the election.
How long are the terms of officers? Usually two years and most associations don’t have any term limits. Some associations have a two-term limit, but that can be waived if three-fourths of the membership present and voting during the election agrees to it.
The governing body of an association usually has an executive board that consists of the president, vice president, treasurer, secretary and assigner.
With some associations, officers assume their respective duties effective the first day of the ensuing fiscal year in which they are elected. In other associations, officers assume their terms the day following the election. In most cases, the president and secretary of an association will be elected in odd numbered years and the remaining board positions will be elected in even numbered years.
What are the election procedures? The president of an association usually conducts the election of officers under standard parliamentary rules of conduct. In some cases, the president appoints a nominating committee (at least three members, two of which should not be members of the board of directors) a month or two prior to the election to secure a slate of candidates for the offices of the association.
Nominations are made from the floor during the election with the consent of the nominee. With most associations, any nominee not selected may then run for any other office position by nomination from the floor.
In the absence of the president, the following officers may conduct the elections: vice president, treasurer, assigner and secretary. No officer whose position is up for re-election shall conduct the election process for his or her own position.
Who can vote? Each active member in good standing and present at the meeting has the right to one vote for each office up for election. Each position is usually voted on separately. Election winners are usually determined by a simple majority of all voting members in attendance at the annual meeting. The members present shall constitute a quorum for the purposes of electing officers. Some associations may require a presence of 51 percent of the active membership to constitute a quorum.
If no nominee receives a majority of the votes on the first ballot, it is recommended that a second ballot be conducted with only the two nominees receiving the greatest number of votes on the first ballot. If there is a tie between any numbers of candidates, which would elect more persons than there are positions, those candidates are usually involved in a run-off election until the tie is broken.
In the case of a tie, the incumbent board, except any officer(s) involved in the specific election in question, shall vote by secret ballot to determine the winner. The senior officer will conduct the tally of the ballots. In case of a tie among the executive board members, the president or vice president, if the president is involved in the election in question, shall have the deciding vote.
How do you remove an officer? An officer can be removed from office by a majority vote (usually two-thirds) of the remaining executive board members for failure to perform the duties of the office for which the officer was duly elected. If an officer forfeits membership or has membership revoked, he or she shall forfeit the office, as well as any officer who is placed in probationary status for any reason will automatically be removed from office.
Any vacated office is usually filled for the remaining term by nomination and appointment of the executive board. The candidate who receives a majority vote of the remaining board members shall to fill a vacated office. Special elections as deemed necessary by the executive board might be held at any time with most associations.
What if an officer wants to resign? In most cases, any board member may resign at any time by giving written notice to the president or the secretary-treasurer. Such resignation generally takes effect on the date of receipt of such notice or at any later time specified. The acceptance of such resignation shall not be necessary to make it effective.
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