Part 1 – GOVERNANCE
SECTION: Governing Body
POL 1-008 Pr
Nomination and election - Officers and Directors
Effective date: April 20, 2012
Approval date: April 20, 2012
Last revised: July 1, 2009
Cancelled date:
Reference: Bylaw V,
Cross reference: POL 1-001
PROCEDURES
The Committee that oversees governance will create a task force to manage the processes associated with the annual election of officers and directors. The processes will be reviewed on an annual basis and updated, if necessary to improve ARMA’s commitment to fair and impartial election. The Bylaws of the Association give this task force broad power to monitor the election process, establish guidelines and ensure a fair election independent of the Board of Directors.
Composition of the task force
1. Immediate Past President (task force leader)
At least 5, but not more than 6 members representative of the ARMA Regions. No more than one representative from each Region.
2. To ensure all ARMA Regions are equally represented in the process, the appointments to the task force are staggered as follows:
Odd years: Northeast, Mid-Atlantic, Southeast, Canada, Southwest
Even years: Great Northwest, Pacific, Great Lakes, Midwest, International
3. The outgoing task force leader will appoint one continuing member of the task force as an assistant task force leader to step in as the task force leader in the following year. A majority vote of the task force members will approve this appointment.
4. Any task force member who chooses to seek elective office at the Association level is required to resign from the task force. The resignation is effective upon submission of the candidate’s Officer Candidate Information Filing Form for office.
Term
1. Members of the task force will serve one two-year term.
2. Serving a partial term, such as filling a vacant position on the task force, is considered the same as serving a full term.
Vacancies
Vacancies on the task force are filled by appointment by the task force leader with no ratification required.
Removal from the task force
A member of the task force may be removed for failure to discharge the duties of the position or for other infractions such as campaigning. The task force provides an opportunity for the member to state his or her case either orally or in writing. If it is determined that removal is required, the individual may be removed by a 2/3 vote of the task force.
Informing task force on ARMA issues
ARMA Headquarters and the task force leader will disseminate complete information regarding issues affecting ARMA International to task force members on a timely basis. This includes strategic planning initiatives, copies of meeting minutes, and other items as directed by the Board.
Budget
The task force is responsible for the preparation and submission of a budget for the next fiscal year. Therefore, the task force must review election costs, including, but not limited to the following. Budgets are to be zero based.
1. Food and beverage during task force meetings at the Annual Conference and Exhibition.
2. Conference calls.
3. On line set up for e-voting and results reporting.
4. Any virtual (electronic) meetings, forums or discussion boards related to the election.
Voting
The task force leader will not cast a vote on any issue before the task force unless there is a tie. Electronic voting is permitted.
Responsibilities of the task force
1. Identify qualified candidates for office based on the pre-determined minimum qualifications.
2. Announce to the membership that candidates are being sought, and promote the election to the members.
3. Create a forum for members to question candidates.
4. Monitor campaigning.
5. Provide quality control over the voting process and ensure validation of ballots and voting results.
6. Establish, monitor and modify, where necessary, the ballot certification process.
7. Provide mechanisms for post-election review, re-count of votes and invalidation procedures, if necessary.
8. Declare the winning candidates.
9. Communicate promptly to members regarding election results, using written and online communication means.
10. Conduct the process within the budgetary guidelines established.
Election time lines
Annual elections are time sensitive. ARMA headquarters will annually recommend to the task force time lines for mailings, voting, return of ballots, etc. based on activities set for the year. The task force will approve them by a simple majority vote.
1. The task force verifies adherence to election process time lines.
2. The task force has the authority to modify election time lines in mid-process, if so required.
3. The task force determines the cutoff date for ballot eligibility.
Nomination process
The steps in the election process are as follows:
1. Call for Nominees: ARMA headquarters, with the direction of the task force, will issue a call for nominees for open positions on the Board each year. This “Call” takes the form of an Officer Candidate Information Filing Form (OCIF) posted in InfoPro Online, through notification via the e-mailed Chapter Connection. (See POL 1-008 Ex A – Officer Candidate Information Filing Form.) The OCIF will also be available through the My ARMA section of the Web site. The “Call” should include the process for nomination, appropriate deadlines, and minimal qualifications for office.
2. Nominations will be due to ARMA Headquarters by a designated date, which will be communicated to the membership. Members may nominate themselves (see a below) or be nominated from the membership (see b below). The task force may also identify individuals as nominees (see c below).
(a) Members applying for office on their own behalf may submit an OCIF and accompanying materials at any time prior to the designated due date.
(b) Nominations (other than self) from the membership will be made to ARMA Headquarters, Attention: Task Force Leader, no later than 30 days prior to the designated due date for the OCIF. This allows time to communicate with the nominee and for submission of the OCIF and accompanying materials. (See POL 1-008 Ex B – Nomination form for the letter sent to nominees requesting completion of an OCIF and submission of accompanying materials.)
(c) Nominations from the task force will be made to the task force leader, no later than 30 days prior to the designated due date for the OCIF. The task force will discuss each nominee and the leader will advise each of their nomination to allow time for submission of the OCIF and accompanying materials. (See POL 1-008 Ex C – Nomination form for the letter sent to nominees requesting completion of an OCIF and submission of accompanying materials.)
(d) A nominee may apply or be nominated for only one elected office.
3. With the OCIF, the nominee must submit the following materials:
(a) A current photograph of himself/herself.
(b) A written position statement that responds to three issues the Association is facing. The task force will determine the questions in advance for placement in the OCIF. The nominee must explain how he or she would approach these issues in no more than 300 words for each issue. The task force may include additional issues for the Treasurer and President Elect positions.
(c) Two letters of recommendation from ARMA International members in good standing and one letter from the nominee’s current employer outlining the employer’s support. If the nominee is self-employed, then a third letter from an ARMA International member in good standing is acceptable.
(d) On a separate section of the OCIF, the nominee will provide backup information regarding any credentials, educational accomplishments or honors listed by the nominee, including details regarding the type(s) of credential, educational accomplishment or honor, and where and when it was received.
4. Upon submission of the required materials and verification that the minimum qualifications for office have been met (see “Minimum Qualifications for Office” section below), the task force will send a letter acknowledging acceptance to each nominee. This letter will include a description of expectations, time lines and election rules.
(a) If a nominee is deemed not to meet the qualifications for office (length of membership, offices served, etc.), the task force leader will immediately notify the nominee in writing. If the nominee disputes the finding, he or she may provide proof of qualification to the task force as a whole. Such proof will be brought immediately to the task force for review and vote.
(b) Notwithstanding an acknowledgment of acceptance, the task force may disqualify any nominee or candidate for cause by a 2/3 majority vote. Disqualification may be before or during the election, or before a candidate takes office.
5. ARMA Headquarters will send copies of each OCIF and position statement to each member of the task force.
6. The task force will convene prior to the Annual Conference and Exhibition by telephone or e-mail to qualify the nominees as candidates, and to formulate candidate forum questions and procedures.
Election process
1. The task force will meet at the Annual Conference and Exhibition to discuss election issues and to formulate candidate forum questions and procedures.
2. The candidates will be announced at the Annual Conference and Exhibition.
(a) All candidates who qualify are put on the ballot and will participate in candidate forums held during the Annual Conference.
(b) The task force will ensure that there is at least one candidate for each office that is open.
(c) The task force leader will announce the candidates approved by the task force. The candidates will presented as a group at the Annual Conference so that all members in attendance will recognize each of them. The task force leader will also encourage all members in attendance to participate in the upcoming election and to take the same message back to their chapters.
3. ARMA Headquarters will verify the membership mailing list for ballots to ensure accuracy. The Executive Director will notify the task force leader in writing when this verification process is complete.
(a) For use in the ballot process, ARMA Headquarters will establish a list of members in good standing (as of the date established each year by the task force) and eligible to vote.
(b) The task force will verify the accuracy of the ballot mailing list (both paper and electronic). Task force members will work with ARMA Headquarters to establish a written procedure to verify the mailing list. This procedure includes a triple check for duplicate names.
4. On a date specified each year by the task force, ballots will be distributed either electronically. This information will also include the deadline for voting as established by the task force.
(a) ARMA Headquarters develops and the task force reviews the OCIF, the ballot and any collateral material pertinent to the election, such as the candidate brochure.
(b) Ballots will identify the candidates by name only.
(c) No member may receive a replacement ballot once notification of e-voting availability is sent to the list of members as of the cutoff date, unless it can be verified that no ballot has been previously sent and that the requesting member meets the cutoff requirement. The task force will be notified of any such request and shall conduct the verification actions. The task force will determine whether a replacement ballot will be provided.
(d) The task force will approve all election materials by a simple majority vote.
5. The total e-votes are tabulated by the outside firm monitoring the e-voting, and sent to the auditors for auditing and the final tally.
(a) The credentials of the accountant or auditor who counts the ballots and receives the e-vote results will be verified and provided to the task force for input.
(b) The task force will establish, monitor and modify, where necessary, the ballot certification process.
6. The task force will validate the results of the election and declare the winners.
(a) The President Elect, Treasurer, and Directors will be elected by a plurality of votes of all members voting.
(b) Should the election result in a tie-vote for two candidates, the task force will immediately request the auditor to recount all valid ballots submitted. Should the recount still result in a tie-vote, the task force will declare a run-off election for those two candidates ONLY. The run-off election should be completed and verified by the teller in time to allow new Directors to attend the Spring Board Meeting.
(c) The task force will validate the election results as follows:
i) The auditor will notify the leader and the assistant leader of the task force the results either via telephone or e-mail.
ii) The task force leader will present the results to the task force by phone or e-mail.
iii) Task force members will vote on validation within 10 business days of the election. A 2/3 majority is required to validate the election results.
(d) Should any candidate or member request a recount of the ballots, the task force will request a detailed “cause for recount” from that member. The task force will investigate the cause and make a determination, approved by a 2/3 vote of the Committee, whether to conduct a recount of the election.
(e) Should a recount be conducted, the task force will instruct the auditors to recount all validated ballots and report back to the task force leader no later than 10 business days after the recount was authorized. The task force will validate the recount results and announce such to the membership.
(f) The task force also has the authority to invalidate an election if 2/3 of its members vote to do so.
7. The task force leader will then notify each candidate of the election results and the requirement that each successful candidate attend the spring Board of Directors’ meeting. As a matter of expediency, the successful candidates will be notified by telephone or e-mail.
8. The membership will be notified of the complete results of the election by e-mail, and other online sites.
9. Directors and Officers take office at the beginning of the next fiscal year (July 1) and hold office until their successors are installed.
(a) If an eligible candidate resigns or cannot take office July 1st, the candidate with the next highest vote count will assume the office.
(b) If there is no other eligible candidate, the position of Director will be filled by appointment by the President of the Association. The person selected by the President must be validated by the task force and then approved by the board in accordance with the Association Bylaws (Article VII, Sec. 3).
(c) In case of a vacancy in the office of President Elect, nominees will be solicited by the current task force. The President Elect will be elected through the standard ballot procedure at a special election.
(d) A vacancy in any other office, after the start of a given term, will be filled by appointment by the President for the balance of the respective unexpired term.. The candidate’s qualifications will be validated by the task force, and final approval of the candidate will be voted on by the Board of Directors.
(e) Any person filling a vacancy in an elected office other than the office of President Elect will be eligible for subsequent nomination for that office and will be eligible to serve in accordance with the Association Bylaws (Article IV, Sec. 3).
Campaigning
The task force is required to ensure an impartial, fair and equitable electoral process. As such, there is to be NO CAMPAIGNING by any nominee or candidate for office.
1. Guidelines
The following guidelines are provided to ensure compliance with the policy. For simplicity, the use of the term “candidate” includes “applicants” and “nominees,” as well as those members on the official slate of candidates.
(a) Members, chapters, regions or candidates will not present information that supports one candidate over another. However, chapters and regions may recognize which candidates are members of their chapter/region without soliciting votes for that candidate provided all candidates names are recognized in a similar fashion.
(b) A candidate may be asked to attend a chapter or regional meeting or seminar to discuss his or her qualifications for a position, but other candidates for that position will also be invited to speak and to provide information that may be read at the meeting. If a candidate declines to participate, the other candidate(s) may proceed. For any kind of public forum, ALL candidates for a position will be invited to participate.
(c) If candidates are asked to submit information about themselves, such as an for an article for a chapter newsletter or a Website, ALL candidates for a position will be invited to participate.
(d) Campaign committees, buttons, flyers, etc. are not allowed. A candidate may wear the candidate lapel ribbon that is given by the task force at the Annual Conference and Exhibition ONLY.
(e) Any member may ask any candidate about his or her qualifications or positions on issues facing ARMA International. The candidate should take the opportunity to openly present his or her view without discussing the position or views of any other candidates. If questioned in an open forum, such as the ARMA Forum Web site, all candidates will have an opportunity to speak to the question.
(f) The task force has the authority to approve all communication used by candidates in the dissemination of information about their candidacies. This includes newsletter or Website submissions, presentations at meetings, editorials, etc.
(g) The task force will encourage candidate forums and discussions at the Annual Conference and Exhibition, Chapter Meetings or other appropriate locations. The task force will provide or recommend the appropriate format for each venue. The task force will also ensure the distribution of candidate information to the membership.
2. Campaign infractions
In the event of suspected campaigning, the following process is used:
(a) The infraction with appropriate details will be reported in writing to the task force leader or to any member of the task force.
(b) The infraction will be investigated, and the candidate, member or chapter involved will be given the opportunity to address the accusations.
(c) The task force will determine the validity of the claims and the candidate’s position. The task force will make a final determination by a 2/3 majority vote.
(d) If the task force finds that campaign violations exist, it may disqualify the candidate, or place sanctions against the member or chapter, including, but not limited to:
i) Membership revocation and rescission of membership privileges.
ii) Disqualification from chapter or ARMA International awards.
3. All members are responsible for ensuring that everyone follows the guidelines listed above. The election of qualified officers should be based on candidates’ qualifications and their understanding of and approach to the issues faced by ARMA International.
Promoting the election process
1. The official ARMA International communication vehicle for candidates’ Q & A is an online candidate forum provided by ARMA International.
2. To further promote the election process, the task force will present the group of candidates to the membership at the Candidate Forum during the Annual Conference and Exhibition.
3. The task force will actively encourage qualified members to seek office.
4. The task force leader will provide articles and other materials for publication in InfoPro and other publications.
5. The task force will annually develop awareness campaigns to promote the election process to all ARMA International members.
6. The task force will communicate its role, responsibilities and support to all nominees and candidates.
7. The task force will encourage the use of electronic tools to promote the election and to expedite the process of application or nomination, including ARMA’s Web site and the online candidate forum provided by ARMA International.
Election invalidation procedures
1. Invalidation of an election can occur when:
(a) There is verifiable receipt of duplicate ballots.
(b) There is incomplete mailing of ballots due to errors.
(c) There is election tampering.
2. Any member may request invalidation by notification in writing to the task force regarding the infraction which has occurred. After investigation and determination that an infraction has occurred, the task force may invalidate the election by a 2/3 vote of eligible task force voters. A new election will then be called with procedures established for error correction and timelines set for the mailing and return of new ballots.
3. The task force leader will communicate invalidation in writing to the Executive Director by the task force leader. The Executive Director will inform the auditor.
4. All candidates will be informed of the invalidation by telephone with a follow-up letter. This notification may be done by any member of the task force as assigned by the leader.
5. The Board of Directors will be notified by the most expedient method possible.
6. A general announcement of the invalidation to the membership in general will be included in the printed information for the new election (i.e., with the new ballot, etc.).
7. Any changes in the election results, because of resignations or other reasons for a candidate not being able to take office, will be announced to the general membership in the most expedient method possible.
Minimum qualifications for office
The established minimum qualifications for each office must be met before a nominee is accepted as a candidate. These minimum qualifications are defined below and may be modified by the task force. The minimum qualifications will be verified by ARMA Headquarters upon receipt of an OCIF and will be re-verified by the task force.
President Elect
To be qualified for an elected office, an applicant or nominee must have an informed awareness of the contemporary issues that impact the Association.
1. Mandatory Qualifications:
(a) Be a member in good standing of ARMA International.
(b) Been an active and continuous member in good standing of ARMA International for the past seven years as of the time they apply for candidacy.
(c) Prior service on the Board of Directors of ARMA International within the last five (5) years as of the time they take office.
(d) Be able to demonstrate excellent communications, management, and organizational skills
(e) Be able to demonstrate strategic thinking, planning, and acting
(f) Have demonstrated strong leadership skills
(g) Be aware of issues and challenges facing ARMA International and the RIM profession
(h) Be able to represent ARMA and the profession at all levels.
2. Desirable Qualifications:
a) Have proven financial and budget planning experience
b) Be able to provide insight, perspective, and / or expertise in a key area of need for the Association
c) Be currently recognized as an active Certified Records Manager
Treasurer
To be qualified for an elected office, an applicant or nominee must have an informed awareness of the contemporary issues that impact the Association.
1. Mandatory Qualifications:
(a) Be a member in good standing of ARMA International
(b) Have been an active and continuous member in good standing of ARMA International for the past seven years at the time they apply for candidacy.
(c) Had prior service on the Board of Directors of ARMA International within the last five (5) years, or if a candidate does not have this prior board service, then he or she, because of membership on the leadership team and charged with the oversight of the financial policy of the association, must have a combination of experience:
Within the last five (5) years, in at least two of the following:
i) IAC/ISG Leadership (Group or Content Manager or above).
ii) Association Committee Chair
iii) Chapter Officer.
iv) Region Manager/Coordinator
(d) Be able to demonstrate excellent communications, management, and organizational skills
(e) Be able to demonstrate strategic thinking, planning, and acting
(f) Have demonstrated strong leadership skills
(g) Be aware of issues and challenges facing ARMA International and the RIM profession
(h) Be able to represent ARMA and the profession at all levels.
2. Desirable Qualifications:
a) Have proven financial and budget planning experience
b) Be able to provide insight, perspective, and / or expertise in a key area of need for the Association
c) Be currently recognized as an active Certified Records Manager
Director
To be qualified for an elected office, an applicant or nominee must have an informed awareness of the contemporary issues that impact the Association.
1. Mandatory Qualifications:
a) Be a member in good standing of ARMA International
b) Have been a member of ARMA International for the past five years prior to the date they apply for candidacy
c) Be able to demonstrate excellent communications, management, and organizational skills
d) Be able to demonstrate strategic thinking, planning, and acting
e) Have demonstrated strong leadership skills
f) Be aware of issues and challenges facing ARMA International and the RIM profession
g) Be able to represent ARMA and the profession at all levels.
2. Desirable Qualifications:
a) Have proven financial and budget planning experience
b) Be able to provide insight, perspective, and / or expertise in a key area of need for the Association
c) Be currently recognized as an active Certified Records Manager
Questions about previous Policies & Procedures? Contact Connie Hardy, Corporate Secretary.