Officer Elections December x , 200x
| Present to Vote | Member Name | Address | Telephone |
One week before election:
Prepare a sample ballot on colored paper, scaled over or under 100% and forward to the President for approval.
The President working with the election committee chair should determine the voting time period at the club. No absentee ballots are allowed, and it is not required to play or to attend the meeting to vote. A 2 to 3 hour window is recommended.
The membership chair gives the final membership list to the election chair.
The election chair posts notices about the election on both bulletin boards, and provides a written announcement to be read by the director at every game. Additionally, the chair provides a copy of the announcement to the webmaster for inclusion on the VCC website.
Materials needed and process:
Two calculators
Pencils for voters to use
Two long “check-in” tables placed end to end, with open space between, in the hallway in front of the wall where the daily score sheets are posted; 2 chairs are needed behind each table.
Two card tables opposite the “check-in” tables, in front of the area where coats are hanging, for use of voters, with 2 chairs each. Pencils are to be placed on the tables.
Two plaques are needed to stand in front of each 2 person election team, listing the alphabetical names to check in to receive ballots, i.e. A-M and N-Z.
Two person election team necessary to check in voters and present the ballots. One member checks in the voter, making a check mark beside their name. One member presents the ballot to the voter after their name has been checked off.
Two ballot boxes, sealed, one for each end of the tables
One person, the election chair, is required to stand near the front door to direct the voters to the back hallway.
Do not number ballots.
The election chair is responsible for making sure the entire committee is aware of and follows the procedures.
The election chair notifies the president of the winners, but not the tally results.
The President reads the results to the membership.
The election chair gives a sealed envelope to the president containing the ballots. The president holds for 30 days in case the result is contested, and then destroys the ballots.
December 2007