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Procedure for conducting election of Officers of the Board

ISOC Board of Trustees Internal Procedures adopted as part of:
Resolution 16 July, 2012


The basic working procedures for the Board of Trustees are defined in the ISOC By-Laws. These internal procedures provide additional rules and guidelines for the Board of Trustees regarding the election of Officers of the Society.

The following election procedures are to be followed at the ISOC Board meeting when elections are required by the By-Laws.

The Board elects from its membership a Chair, and also elects the statutory Officer positions of President, Secretary and Treasurer, positions that may be filled by any ISOC individual member. The Board may also choose to create other Officer positions, and elect individual members of ISOC to fill these positions. The procedures relating to the election of these Officers and the term of office are described in subsequent sections of this document.
 
1.    Term of Officers
The terms of officers is defined in the By-Laws.

Election of officers shall be conducted as the first order of business of the Annual General Meeting, in accordance with this procedure.

2.    Protocol of the Meeting to Conduct Election of Officers
The President shall preside over the initial part of the meeting to elect Officers of the Board. Immediately following the election of Chair of the Board, the elected Chair of the Board shall assume office and preside over the remainder of the meeting. The remaining statutory officer positions are then elected, followed by the creation of any other officer positions and elections to fill these positions.

All voting Trustees in office who are present at the meeting may vote in officer elections. Trustees who participate remotely via electronic means such that they can contemporaneously hear all other Trustees at the meeting, and be heard by all other Trustees at the meeting, shall be deemed to be present at the meeting. Voting by proxy is not permitted for election of officers.

3.    Statutory Officers to be Elected
The following statutory positions shall be elected, in the following order:
o    Chair
o    President
o    Secretary
o    Treasurer

4.    Other Officers to be Elected
Following the election of the statutory positions, Trustees may nominate the establishment of other Officer positions through a seconded motion. The Board shall vote on the adoption of each of these positions, and the vote shall require the affirmative vote of a majority of Trustees then in office in order for the position to be established. The position shall be established for one year, until the start of the next Annual General Meeting of the Board of Trustees.

Following the establishment of any other officer positions, elections will then be held to fill these positions, which shall be held in an order as determined by the Chair.

5.    Nominations
Nominations must be submitted by a Trustee in office or who will take office at the start of the meeting of the board in which this election process is to be used, in writing or by electronic mail, or orally at the meeting.

Nominations will close immediately before the agenda item for the election of that position. Nominations must be submitted to the Board. A nomination will only be valid if the candidate declares orally at the meeting, or in writing or by electronic mail prior to the meeting, that the candidate is willing to take office if elected.

A candidate who fails to be elected for a position may be nominated for a subsequent position.

6.    Eligibility
Any Trustee in office may be elected to the position of Chairman of the Board.

Any ISOC member in good standing may be elected to any other office.

7.    Voting
Any candidate may make a statement to the Board regarding their candidature. The presentation of such a statement shall take no longer than five minutes. The order of candidates' statements shall be determined by the Officer presiding over the election using a random selection process.

To be elected, a candidate must receive a majority of affirmative votes from the trustees voting in the election.  Ballots should be cast marked with the name of an announced candidate or with the word “abstain.”  A candidate can withdraw at any time from subsequent votes.

In the case there are more than two candidates running and none receive a majority of affirmative votes in a vote, the vote is rerun with only the candidates receiving the two highest vote counts eligible. (This may result in more than two candidates being eligible.)  The vote is retaken in the case of a tie (either for first or second place on the result). The presiding officer uses a coin toss to choose which candidate is to remain eligible if the tie persists after the second vote.  A new call for candidates is made and the voting process restarts in the case where there is a single candidate but that candidate does not receive enough affirmative votes.

Voting will be by secret ballot. An Internet Society staff member nominated by the President and a person appointed by the Board will act as tellers.

Trustees who participate remotely in a manner such that they can hear the proceedings of the meeting and be clearly heard by all other attendees, shall vote by privately announcing their vote to the election tellers.

8.    Record of the Meeting
The minutes shall record the candidates nominated for each position and the elected candidate.

A candidate may request that the statement made to the Board in respect of their candidature be recorded in the minutes of the meeting.

9.    Removal from Office
The process for the removal of Officers is defined in the By-Laws.

10.    Casual Vacancies
If an office is vacated, the position may be filled at a subsequent regular meeting of the Board of Trustees, using these election procedures.