7.1 - Book of Rules Amendment

Author:  Ted Hake and Bernie Kern

Purpose: To clarify conflicts and misunderstanding from the ByLaws in regard to nominations and elections of Board officers and Directors. Established in the Book of Rules Section VI.

1. Timing Conflicts

There's a potential conflict between two timing requirements:

These two requirements could conflict if the ballots are sent out less than 44 days before the annual meeting.

The bylaw states that if there are no nominees by petition, automatic election occurs on April 30 if the Nominating Committee has announced its nominations by that date. However, it's unclear what happens if:

The bylaw requires the Board to adopt a preferential voting procedure before ballots are mailed if there are more than two candidates for an officer position or more candidates than twice the vacant director positions. However, it doesn't specify:

While the bylaw allows for electronic submission of ballots, it doesn't provide specific guidelines for this process or how it integrates with the mail-in ballot system.

These conflicts and ambiguities could potentially lead to confusion or disputes in certain election scenarios. It might be beneficial for the organization to review and clarify these points in future bylaw revisions.

Notice Date: March 4, 2025

Effective Date: March 5, 2025

Prior Actions:  None

 

Standard text: Existing verbiage to remain.

Strikethrough text: Existing verbiage to be removed.

Bold Italic Text: New verbiage to be added.

PROPOSED AMENDMENT

VI. Nominations and Elections

A.   Nominations
1. Nominations for officers and directors shall be conducted by a Nominating Committee in accordance with the Institute’s Bylaws.

a. The Nominating Committee shall nominate one candidate for each elected office for the following term.

2. To provide a broader input into the nominating process by the general membership, a notice shall be posted before March 30 by mail, electronically or otherwise, or in any regular publication of the Institute, outlining the procedure for submittal of a member’s name for nomination to an office.

a. Any two (2) Professional members in good standing may submit the name of a member for an office, providing that same member is willing to serve if elected.  All submittals shall be in writing, outlining any particular qualifications that the nominator wishes the Nominating Committee to be aware of.  The nominator may submit only one name for any one office in a format approved by the Committee.  All submissions shall be made to the national Institute's office so marked.

b. Nominations shall be closed by April 30 of the year in question and shall be forwarded by the national staff to the Nominating Committee for review. 

c. The Nominating Committee shall review all submittals to ensure that they meet the bylaw requirements and that the nominees are willing to serve. All names shall then be forwarded to the national office for publication by May 30 of the year in question or per the bylaws of the Institute.  

B.  Elections
1. As provided in the Bylaws Art. V, § 4 (D), if an office only has one nominee at the time of election, the nominees of the Nominating Committee are automatically elected and their term begins when the Nominating Committee announces the results of their election, which may be on or after April 30 of that year, but no later than at the Annual Meeting. 

2. If any office has more than one nominee at the time of election, the vote must be conducted by written ballot for that office. 

a. The Board of Directors may direct the national staff to prepare written ballots for distribution to the membership. 

b. Written ballots shall list the candidates for the office they wish to be elected to and a place for the voter to sign. Elections for more than one office may be included on the same ballot. Ballots shall include directions and a ballot envelope upon which should be printed the words “Ballot for Elections.”  The ballot envelope shall be able to be sealed and placed in a return envelope addressed to the secretary or the chief staff officer acting at his or her direction.  Brief statements from the candidates may be printed and mailed with the ballot to every member. 

c. Members may also shall be notified and vote for candidates using electronic means provided the an electronic platform that requires a unique password for each voter. In addition, the voter must provide their name in the electronic ballot and attest to their identity and qualifications to vote.  

d. Members may request a paper ballot delivered by USPS that includes directions and a ballot envelope upon which should be printed the words "Ballot for Elections." The ballot envelope shall be able to be sealed and placed in a return envelope addressed to the secretary or the chief staff officer acting at his or her director. Paper ballots are to be entered into the electronic platform by staff and reviewed to insure that members only vote once. 

e. Ballots must be delivered to the voting members more than 44 days before that year's Annual Meeting.

3. After the vote is taken, all ballots shall be returned to the secretary to tabulate the results, which shall be handed to the Nominating Committee chair who will announce the results at the annual meeting. Ballots shall remain in the position of the secretary, or the chief staff officer acting at his or her direction, for thirty (30) days after the annual meeting, at which time the board of directors may destroy, or in the case of electronic votes delete, the ballots.