Election Guidelines For Parrot Heads in Paradise, Inc.
The PHIP, Inc., Board of Directors (BOD) shall place a call for volunteers to serve as Elections Officer for the current year. This shall be done by April 15th. No later than June 1 of each year, the BOD shall select an Elections Officer. This individual shall not be a current member of the BOD and must be a member in good standing of a charter in good standing with Parrot Heads in Paradise, Inc. The Election Officer after being selected will only have one point of contact with the Board of Directors; this being the Secretary on even numbered years and the Director of Membership on odd numbered years.
On or around June 1 a call for nominees will be made through the Official Charter Club contact. A nomination form to be mailed out no later than July 1st. The nomination forms will also be from the Regional Communicators.
The Elections Officer must receive all nominations no later than August 1 of each year. All nominations must be signed by the nominee to be considered valid. Each person nominated as a candidate for office must meet the criteria of a member in good standing of a charter of Parrot Heads in Paradise, Inc. A resume and position statement must accompany the nomination for each person running for office. THE ELECTIONS OFFICER WILL ACKNOWLEDGE ALL NOMINATION FORMS VIA EMAIL.
Campaigning rules are simple. No campaigning is allowed on any of the PHIP run lists including the PHIP and Regional Groups and the PHIP and Regional Facebook pages. This includes campaigning by proxy.
By September 1st the Elections Officer will email out a ballot to the Official Charter club contact. This form will be standardized. It will list first the office and then the nominees in alphabetical order. Write-in candidates will not be allowed
Ballots must be emailed to the Elections Officer and received by October 1st. Ballots may only be signed by the Officially Recognized PHIP Contact for the Charter Club as of the date the ballot is emailed in. Electronic signatures will be accepted, if the ballot is sent from the email account listed as the official contact email. Otherwise an actual signature is required.
The Election Officer will reply within 48 hours that the ballot has been received. If the club receives no confirmation, it will be their responsibility to contact the Election Officer to correct the situation or submit another vote.
The Elections Officer shall tally the ballots and then email all Official Charter Club contacts, nominees, current Board of Directors, the PHIP list, and the PHIP Club leader's list simultaneously. This shall be done no later than October 20th.
The official announcement of the election shall be done at the Club Leaders brunch at MOTM.
Voter Privacy (Under no circumstances should it be communicated who voted for whom) All communications between the elections officer and point of contact within PHiP should be generic. The election officer should not communicate to anyone who voted for whom. In the case of an Official complaint, the election disputes committee shall be privy to this information.
After votes are tallied, they should be sealed. The Elections Officer will carry ballots to Meeting of the Minds (or PHiP point of contact in their absence). They will be destroyed after the Club Leaders Brunch. Nominees who believe they have cause for complaint will have until Oct 25 to file a complaint with the Elections Officer. In case of a complaint, the ballots will be turned over to a committee of three club leaders. The three Club Leaders (appointed by the remaining, non-running PHIP Executive committee) and non-running members of the BOD will resolve all issues during MOTM. The result will be announced at the Club Leaders Brunch.
The PHIP, Inc. BOD shall receive a list of all charter clubs who voted in the Election, this list should not include how their votes were cast.
The Elections Officer shall write a wrap up report. This report shall include, suggestions, gripes and praises. This report should be delivered to the new Board of Directors in January.
All elected and appointed PHiP board members will continue with the policy of
signing a non disclosure/confidentiality/ conflict of interest upon
acceptance of office