Governing Board Elections Procedure and Timeline

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IGS GB Election Procedure and Optimal Timeline

(based on elections 2007 document; revised by Nomination Committee December, 2014)

From Terms of Reference:

"... the nominating committee conducts the elections. The nominating committee consists of three members, the chair of which will be appointed by the Chair of the GB and is a member of the GB not currently up for reelection. The nominating committee presents to the Associate Members for each position to be filled a list of at least two candidates for election.  The election will be by the number of votes received by the Associate Members. In the case of a tie the election is by the members of the Governing Board." 

1 October

The chair of the Nominating Committee (NC), as per the IGS Terms of reference, is appointed by the Chair of the IGS Governing Board. The chair of the NC selects the other two members and informs the Executive Committee.

1 October

In a parallel and essential step the Membership Committee reviews the Associate Membership list and works with the IGSCB to update the website and mail list (voter list). This much be done prior to the first election announcement to the Associate Membership.

8 October

The NC prepares a draft list of ~5 candidates for each open positions on GB

13 October

This list is presented at an EC meeting (by teleconference) and additional names may be suggested by EC.

23 October

The Nominating Committee comes up with final list with 2-3 on the short list and 2 on the substitute list

24 October

The candidates on the short list are asked in an official mail from the NC whether they are willing to stand for elections. Usually each candidate is also communicated with by one of the NC to answer questions they might have about the position or process. The candidate should be encouraged to check with their management to make sure they will be supported (time, travel, etc.).

31 October

Deadline for first round of candidates to reply

(1 November)

If needed, the candidates on the substitute list are asked in order to finally obtain a final list of 2-3 candidates for the ballot.

7 November

Deadline for first round of candidates to send their 250 word biographical statements to NC. Candidates can be directed to the statements from previous elections as an example.

(8 November)

Deadline for substitute list of candidates to reply

(15 November)

Deadline for substitute 250 word biographical statements

16 November

Final list of candidates and statements submitted to IGSCB via an online form that helps the set up the election website Poll. The poll is set up by IGSCB and ready for review by the NC.

19 November

Final Date for IGS Membership Committee to review and approve Associate Member list (this is the voter list)

20 November

Review and edits of election website Poll by NC. Letter sent by NC to Associate Members by IGSCB using voter list approved by IGS Membership Committee.

13 December

Election closed, Voters validated, and results tallied.

14 December

Results presented to GB meeting at AGU; congratulations and regrets sent to candidates; then results sent to Associate Members

 

Example Emails:

Appendix 1. Example invitation to possible candidates for IGS Election from Nominating Committee from 2014 election.

Appendix 2. Emails to be sent upon reply from invited candidates.

Appendix 3. Email to Associate Members announcing election.

Appendix 4. Email to Associate Members reminding them of the election.

 

Appendix 5. Example Post-elections letters from IGS Chair (sent as soon as possible after the elections are concluded in December)

Appendix 1. Example invitation to possible candidates for IGS Election from Nominating Committee from 2014 election.

Subject: IGS Governing Board Nomination

Dear Dr. XYZ,

It is our pleasure to inform you that the IGS Nominating Committee (Charles Meertens, Carey Noll, and Ralf Schmid) has nominated you to serve as a candidate for Network Representative on the IGS Governing Board.

We ask whether you are willing and able to stand for election (by the IGS Associate Members) for a 4-year term on the IGS Governing Board commencing January 1, 2015.

For your reference, the relevant section of the IGS Terms of Reference is included below.

We are hoping of course that you will accept this nomination and that you will stand for election.  In this regard, we ask that you confirm your intention as soon as possible, but no later than *Tuesday, November 11, 2014.*

In addition, we ask that you submit a brief Biographical Statement and summary of your objectives not to exceed 250 words by *Friday, November 14, 2014.* This statement will be distributed to the Associate Members together with voting instructions.

We look forward to a positive response and we are confident that you are a highly qualified candidate who would benefit the Board and the IGS community.

If you have any questions please feel free to contact any of us.

Best regards 

X, Y, Z

IGS Nominating Committee 

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THE IGS TERMS OF REFERENCE (Bylaws):

Extracted from: http://kb.igs.org/hc/en-us/articles/201950526

"... a nominating committee conducts the elections.  The nominating committee consists of three members, the chair of which will be appointed by the Chair of the GB and is a member of the GB not currently up for reelection.

The nominating committee presents to the Associate Members for each position to be filled a list of at least two candidates for election.  The election will be by the number of votes received by the Associate Members. In the case of a tie the election is by the members of the Governing Board."

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