SECTION I: DECISION BY THE BOARD

  • Introduction of an item
    • Any member of the Board may propose any item subject to the decision by the Board, with prior notification to and appropriate consultation with the Network President.
    • The Network President may introduce any other items proposed by non-members of the Board (including appointed officers who do not hold a position on the Board).
  • Organization of a vote
    • A vote shall be organized accordingly, when any item subject to the decision by the Board is proposed.
    • Executive Secretary shall serve as the Voting Manager to organize a vote and to oversee all ballots.
      • In the event that the Executive Secretary has direct conflict of interests with the agenda item proposed, the Network President shall take over this responsibility.
      • In the event that a conflict of interest still remains, the Board shall delegate this responsibility to a suitably capable the Board member which may require a vote as per this procedure.
    • The Voting Manager shall select two additional Board members to assist as vote counters.
  • Examination of quorum
    • For a vote in person, including the election of the Network President, the Voting Manager shall examine existence/absence of quorum before the vote takes place.
    • For an electronic vote, the Voting Manager shall examine existence/absence of quorum after receiving all votes cast.
  • Voting Procedure
    • In the event where only two outcomes are possible (e.g. approve/reject a change to by-laws or elections with a single candidate or only two candidates), decision shall be made by a majority vote.
      • Board members shall cast a yes/no/abstain vote, and abstentions are not considered when determining majority.
      • In the event of a tie, the Network President shall determine the outcome of the vote.
    • In the event where more than two outcomes are possible (e.g. an election considering three or more candidates), voting shall take place by way of a compulsory preferential system as follows.
      • Voting members MUST list their votes in order of preference. That is, all nominees on a ballot for each position must have a number allocated against them: 1 being the most preferred nominee, 2 the second preferred etc.
      • The Voting Manager must declare elected the nominee who has received the largest number of first preference votes, if that number constitutes an absolute majority of votes.
      • If no candidate has received an absolute majority of first preference votes, the nominee who has received the fewest first preference votes must be excluded and each of the ballot papers counted to that nominee must be counted to the continuing nominee next in order of the voter’s preference. That is, the nominee with the least votes will have their second preferences distributed to other nominee(s).
      • The process of excluding the lowest voted nominee and redistributing their next highest preference to a remaining continuing nominee is continued until an absolute majority is achieved.
      • The Voting Manager must declare elected any nominee who, on completion of the count under the clauses above, has received an absolute majority of votes.
      • If two or more nominees have an equal number of votes at the time that it is necessary to exclude one of them, the nominee who had the lesser votes at the previous stage(s) of counting, where candidates had differing numbers of votes shall be excluded. If, using this method, the Voting Manager is unable to exclude a nominee, the nominee to be excluded is to be determined as follows:
        • Preferential votes allocated to candidates who are yet to be excluded will be reallocated between the candidates facing exclusion.
        • The candidate facing exclusion with the lowest number of votes after reallocation of preferences will be excluded.
        • Preferences distributed to candidates facing exclusion in this step will be redistributed to their original recipients, and remaining votes held by the excluded candidate will then be distributed preferentially as per 2.a-2.c;
        • If at this stage, nominees can still not be excluded by the Voting Manager, the Network President shall determine the candidate to exclude.
      • The outcome of the vote, including disclosure of the vote tally, shall be announced before the closing of the Board meeting.