Proposed Amendment to Article 5, sections 3 and 4

The Board proposes the following change to the Society Constitution:

Summary

To simplify the creation of a Nominating Committee and to clarify the sequence of steps involved in a Society election.

Rationale

The existing language calls for the election of Nominating Committee members to three-year terms at each Society election.  The proposed change would preserve the transparency and democratic character of the committee formation, but simplify the process by using an open call for volunteers who would constitute the committee and elect their own chair.  In addition, the existing language in unclear with respect to the sequence of steps by which the committee would be created, nominees identified, and voting carried out.  The amendment specifies the key steps, and associated responsibilities and due dates.  In addition, the amendment would make clear that elections would be conducted online.

Proposed text

3. To oversee the elections, there shall be a Nominating Committee consisting of at least three members.  Nominating Committee members will be solicited by the Board in advance of each election by an open call for volunteers.  Nominating Committee members must be Society Members in good standing, may not be continuing officers or candidates for election, and may not serve on the Nominating Committee for longer than three consecutive years.  The Chair of the Nominating Committee shall be determined by vote of the members of the Nominating Committee.  The Past President of the Society Board shall consult with the Nominating Committee to provide advice about potential nominees.

4. Elections shall be conducted annually as follows: the Nominating Committee shall identify nominees by an open call for candidates as well as by individual outreach. By the tenth of October preceding the end of a term of office the Committee shall nominate at least one person for each position to be filled.  The Secretary shall send to the Society Members notice of the nominations by October 15, at the same time requesting additional nominations.  Additional nominations, supported by at least three Society Members, may be submitted by the tenth of November; evidence must be presented that the nominee will serve if elected.  If there is more than one nominee for any position, the Secretary shall. prepare ballots for that position and an online voting process, open to Members in good standing, will commence on the fifteenth of November.  A majority vote of the ballots received by the fifteenth of December shall determine the results of such contests.  Those elected shall take office on the first of January following.

Existing text

3. To oversee the elections, there shall be a Nominating Committee consisting of at least three members, who shall each serve a three-year term.  Retiring members of the Society Board who are not re-elected to positions as officers or board members become new members of the Nominating Committee.  Any member of the Nominating Committee who is elected to the Board shall stand down from the Committee.  If the size of the Nominating Committee falls below three, the requisite number of new members shall be elected by the Members as part of the election of new officers.  Nominating Committee members must be Society Members in good standing.  The Chair of the Nominating Committee shall be determined by vote of the members of the Nominating Committee.  The Past Chair of the Society Board shall consult with the Nominating Committee to provide advice about potential nominees.

4. Elections shall be conducted annually as follows: the Nominating Committee shall by the first of September preceding the end of a term of office nominate at least one person for each position to be filled, including any necessary new Nominating Committee member.  The Secretary shall send to the Society Members notice of the nominations by September 15, at the same time requesting additional nominations.  Additional nominations, supported by at least three Society Members, may be submitted by the fifteenth of October; evidence must be presented that the nominee will serve if elected.  If there is more than one nominee for any position, the Secretary shall send ballots for that position to the Members.  A majority vote of the ballots received by the fifteenth of December shall determine the results of such contests.  Those elected shall take office on the first of January following.