[Eg-oversight-board] Election process, officer elections, and executive sessions

[Ruth Frasur]

+1 to Sharon's suggestion about the reminder.

On Mon, Mar 21, 2016 at 2:18 PM, Sharon Herbert <
sharon.herbert at bc.libraries.coop> wrote:

> Thanks for all of these ideas, Grace. I'll have to ponder some of this
> too, but I think more important that a reminder about
> registering/nominating gets out today, given the timeline. I think the
> brief reminder you've outlined below looks good, thanks!
>
> As far as recommended timelines for future elections and other issues re:
> nominees/resignations, I'd like to ponder a bit.
>
> Thanks,
> Sharon
> Quoting Grace Dunbar <gdunbar at esilibrary.com>:
>
> Hi,
>> I promised to send out an email regarding EOB elections.
>> For starters, I want to provide a quick review of the voting process.
>> We are currently accepting nominations for the Board.  The deadline is
>> this
>> Friday.
>> Like in years past, folks have to register to vote.  The deadline for
>> registration is this Friday and the link to the registration form is here:
>> https://www.surveymonkey.com/r/EOB2016 . That list will capture the email
>> addresses we need to send the link to the election on OpaVote.
>>
>> This year, as it was last year, voting process is approval style (
>> https://en.wikipedia.org/wiki/Approval_voting).  You should vote for the
>> four candidates that you feel will best represent the community and the
>> project's interests.
>>
>> Last month I sent out an email that proposed we adopt an election timeline
>> that is something that has a little more specificity than can be used
>> year-to-year.  Right now the wording is, "Each year, the Board shall
>> promulgate procedures for nominating and electing new Board members."
>> (2.4d)
>>
>> I'd like to suggest something a little more structured, such as:
>> Election processes should begin 6 weeks prior to the annual conference or
>> April 1st, whichever comes first.
>> Nominations and voter registration shall be managed in weeks 1-3.
>> Week 4 shall be set aside for voting and Weeks five and six shall be for
>> new member notification and officer elections.
>> Newly elected officers will take office at the end of the Evergreen
>> Conference for that calendar year. If no Evergreen Conference is held
>> during a calendar year, office terms will begin and end at midnight EDT on
>> April 30.
>>
>> Does anyone have any thoughts positive or negative on election of officers
>> prior to the conference?  If no objections, do you have thoughts on how we
>> should structure voting for the chair, vice-chair, secretary, and
>> representative?  I would assume we would nominate and vote on each
>> position
>> separately.  Maybe take nominations for Chair Monday am, vote Monday pm -
>> take nominations for Vice-Chair Tuesday am, vote Tuesday pm, and so on?
>> That would allow someone who ran for a position to run for another
>> position
>> if they weren't elected to the first.  Or we could do all nominations and
>> then handle it via STV
>> <https://en.wikipedia.org/wiki/Single_transferable_vote>, RCV, or
>> Approval
>>
>> voting.  Thoughts?
>>
>> I would also like to toss out a few ideas that I'd like to hear feedback
>> on.
>>
>> How do you all feel about a proposal that members newly elected to the EOB
>> (e.g. in their first ever EOB term) may not be nominated to core roles of
>> Chair, Vice-chair, Secretary, or Conservancy Representative?  They can,
>> however, be nominated to serve as committee chairs.
>>
>> Also, the Board has been called upon to appoint several new members when
>> elected members have resigned.  Personally, I find the Board appointment
>> process to be an issue as it has the potential to change the dynamic of
>> our
>> elected board.  Would there be any interest in proposing a change to the
>> rules of governance to require special elections when a Board member
>> leaves
>> with more than 6 months left in their term?
>>
>> This would require some additional language around the structure and terms
>> of special elections, but I wanted to see if the idea was compelling
>> before
>> writing further language.
>>
>> Lastly, I do think we need to add some language to the Rules of Governance
>> about how to manage the occasional executive session.
>>
>> I know I've tossed out a lot of ideas; I'd love to hear your thoughts on
>> any and all of them.
>>
>> Cheers!
>> Grace
>>
>>
>>
>> --
>>
>> Grace Dunbar, Vice President
>> Equinox - Open Your Library
>> gdunbar at esilibrary.com
>> 1-877-OPEN-ILS  |  www.esilibrary.com
>>
>
>
> --
> Sharon Herbert
> Sitka Manager
> BC Libraries Cooperative
> Tel: 1-855-383-5761 x1013
> Email: sharon.herbert at bc.libraries.coop
> Website: http://bc.libraries.coop
>
>
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