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Upcoming Elections
- Author:
- David Steele (greenvillencusadance.org)
- Date Published:
- March 26, 2012
We are in the process of searching for three to five members who are willing to serve on our Nominating and Elections Committee for this year. The term will be August 15, 2012 through November 15, 2012. This is a requirement of the USA Dance, Inc. by-laws "Elections Procedures for USA Dance Chapters. If you are interested in improving our chapter, please see the exerpt below for the instructions. No members of the committee may be a candidate for election. If you are interested in helping, please contact us by email: greenvillencusadance@gmail.com.
EXERPT FROM USA DANCE BY-LAWS
NOMINATING & ELECTIONS COMMITTEE
Each Chapter should constitute a Nominating and Elections Committee to recommend/nominate qualified
chapter members for election to the Board of Directors and accept petitions from chapter members for
election to serve on the Board of Directors. The committee should consist of a minimum of three, but five
members are recommended. Any voting member in good standing is qualified to be a candidate for
nomination by the committee. The Committee must be established before each election to solicit
volunteers so that all chapter members have an opportunity to serve if elected.
The Nominating and Elections Committee and the Chair of that committee are appointed by the current
Board of Directors at least 4 months prior to the election date. The election date must be announced by
the Board when appointing the committee. No members of the Committee may be a candidate for
election. The President of the chapter may not be a member of the committee.
Ideally, Board members should have experience working within the USA Dance organization and have
familiarity with its mission, policies, and rules. Thus, demonstrated past service to the Chapter is an
important consideration in selecting Board members. However, appropriate consideration also should be
given to selecting as candidates other members who possess business or other experience in leadership
positions.
The Committee should refrain from active campaigning and electioneering for any candidate and should
maintain a non-partisan role throughout the election.
NOMINATIONS
The Committee must make a general chapter request for volunteers to be candidates for election to the
Board using as many options as time and funds allow to alert the members: chapter newsletter, by
special mailing to all chapter voting members, announcement at dances, and/or electronically. In
addition, the Board and the Committee must make one-on-one contact to solicit members and incumbents
to volunteer as candidates.
To insure that sufficient time is provided for interested individuals to notify the committee of their interest
in running for the Board, the public request to all voting members should be made at least 90 days prior to
the election date. The committee must allow at least 30 days (including one chapter dance) from projected
delivery date to members of the solicitation for receipt of names of potential candidates, before
determining the names to be placed on the ballot. This cut-off date must be at least 40 days prior to the
election date and be clearly stated in the solicitation.
The Committee may make its nominations based on appropriate criteria, such as length of volunteer
service to the chapter as well as experience and qualifications for the Board. And that all candidates
nominated by the Committee, are members in good standing (must be a current member of USA Dance
on the date ballot is published through election date; and remain a current member to the end of term if
elected) and have signed a statement that they will serve if elected. The Committee should diligently
strive to solicit candidates to fill all nine (9) board positions
The committee should nominate a slate that includes at least one or more persons for all nine Board
positions.
BALLOTS
The committee must formulate a ballot. It should be distributed to the members at least 30 days prior to
the election date. The ballot shall be distributed to the members through publication in the Chapter
Newsletter, email, or by special mailing directly to members. Ballots returned as undeliverable as
addressed should be forwarded or promptly resent to a valid email or mailing address. The ballots shall
clearly indicate the return address and the deadline for receipt of ballots.
Each ballot distributed by a special mailing could be numbered. Alternatively, if ballots are distributed as
part of the newsletter or email, each ballot should require the signature and USA Dance number of the
member voting. This is especially important if the ballots are published in a newsletter or email that is
distributed to non-members who have no voting rights.
The Committee is not obligated to place the names of all volunteers on the ballot.
The Committee shall either receive all ballots by mail or hand delivery. It may also conduct the election at
a general membership meeting, in which case it must also accept ballots by mail or hand delivery from
those that are unable to attend the general membership meeting.
NOMINATION BY PETITION
In addition to the nominating process described above, any member in good standing of a Chapter shall
have a right to be placed on the ballot for election to the Board of Directors by presenting a petition signed
by 10% of the chapter members or 20 members (whichever is less) by the deadline date established by
the nominating committee for receipt of volunteers. The Petitions must include the USA Dance Member
Number and expiration date of each signer.
It is the responsibility of the committee to inform the members of this alternate means of being placed on
the ballot at the same time that the solicitation is issued requesting volunteers to be candidates for the
Board. The 10% of members shall be based on the number of chapter members in good standing
four months prior to the election date and that number shall be stated in the solicitation issued to
members. The deadline for receipt of petitions should be the same as for candidates that volunteer.
The Committee must place on the ballot, the names of members supported by petition of the chapter
membership. This should be made clear to the chapter members, plus the deadline for receipt of a
petition.
TALLYING VOTES
The Committee Chair should keep all sealed ballots until counted in the presence of at least two (2)
Committee members, after the deadline for receiving ballots. Reference Bylaw Article XII-F5 & 6
regarding the counting of votes & tie votes.
Total votes for each candidate should be signed by the Chair and Committee members present, verifying
the final tally for each candidate. Special care must be taken to ensure that only members age 18 and
over who are in good standing cast votes, and only one vote is cast per member. NOTE: A member in
good standing must have a current membership in USA Dance—including members that may join or renew
memberships the day of an election.
If the election is conducted at a meeting by a combination of voice votes and mail ballots, the written
ballots should remain unopened and be counted at the meeting. The Committee Chair should announce
the election results to the board and all candidates as soon as all votes have been counted or within 10
days of the election. Notification to the membership must be no later than 2 weeks prior to the new board
taking office on January 1st. This can be done by newsletter, regular mail or electronically.
The ballots should be retained by the newly elected board secretary, for six months in the event that
anyone should call the election into question.
UNCONTESTED ELECTION
Frequently an election will be un-contested, only 7-9 candidates volunteer to serve as board members. In
the case of an un-contested election, ballots are not required to be sent to chapter members. The election
can be by hand vote at a general membership meeting or monthly dance.
CONTESTED ELECTION
If all or any part of a contested election is conducted with ballots submitted by mail, procedures must be
put in place to insure that the mail ballots are not duplicative of voice votes, that the ballots themselves
are not duplicated, and that non-members do not cast ballots.
If during a contested election, an elected candidate resigns prior to the newly elected board taking office,
the candidate with the next majority of votes should be moved up to fill the ninth (9th) board position (if
there is a tie between two or more candidates for the next majority of votes, the newly elected board will
vote to decide which candidate fills the ninth (9th) board position).
BOARD TRANSITION
At the last dance of the year or the first dance of the next year, the current president should introduce the
new board to the members and thank the board members who are leaving for their service to the chapter.
The current board will hold a transition meeting of both current and newly elected board members
preferably prior to December 20th of the election year. The new board should meet prior to the transition
meeting to elect officers and determine the positions the Directors-at-Large will hold. The current board
will brief the new board on contracting for facilities, scheduling commitments for dances, instructors, etc.
and the status of finances. The board will also inform the new board of any issues that remain
unresolved. The existing board is to transfer to their successor or new chapter president as determined
by the newly elected president the following: Chapter records both electronic files and original hardcopy
records; contracts; non-member contact lists/files and email addresses including those of advertisers and
instructors, music providers; lists of passwords and access codes; keys; chapter property, etc.
The new Treasurer is to contact the National Treasurer regarding updating the bank signature card. The
current Chapter Treasurer's responsibilities shall not end until the funds and financial records of the
Chapter are delivered to the new Treasurer. Article XII A-2
Quick Overview of Key factors
Chapters operate on a calendar year
Maximum term is 2 years. A person may serve multiple terms but must be elected at least every
2 years.
Establish Nominating & Elections Committee and announce date of election
Assure all members are notified of their right to nominate candidates or run for office and are
aware of the right of petition which guarantees a place on the ballot
Allow sufficient notice (see minimum framework listed in guidelines) to submit nominations
All candidates and officers must be current members and only current adult members are allowed
to vote.
Ballot should be developed and all candidates have confirmed they will serve if elected
Notice provided to members with details on how election will be handled – by mail, at a meeting,
options for those that can't attend a meeting to cast their vote
Ballots counted and new board announced to take office January 1
List of new board members provided to national USA Dance by 12/31
