Election and Letter Ballots
Section 1. Nominating Procedures.
On or before August 1 of each year, the Nominating Committee shall file with the Club Office a list of nominees, one for each of the Club offices and directorships to be filled at the next Club election, together with the written consent of each nominee to accept such office. A brief statement prepared by the Nominating Committee shall appear under the nominee’s name in the September issue of the “Bulletin” giving information as to the identity and qualifications of each person thus nominated. In the September issue of the “Bulletin” or other timely communication, there shall be inserted, in a prominent manner, a notice to the effect that “Members’ Nominating Petition” blank forms are available at the Club Office, with excerpts from By-Laws concerning the nominating procedures. Nominations, in addition to those processed by the Nominating Committee, may be submitted by October 1 at the Club Office, either on this petition form, or by letter signed by ten or more voting members, indicating clearly the office or offices for which the nomination is made and names and addresses of the signers. The written acceptance of each person nominated to such use of his or her name, shall be filed at the Club Office not later than October 5. Only voting members in good standing shall be eligible for nomination. Any notice required by this section, or ballot, may be made by regular mail, electronic mail, facsimile or other generally accepted method of communication that the Club believes will be most likely to reach the recipient(s).
Section 2. Uncontested Elections.
In the event no additional nominations are submitted by the members at large, the nominees put forth by the Nominating Committee shall be deemed elected.
Section 3. Contested Elections.
If one or more positions are contested, the Election Committee shall prepare a brief statement giving information as to the identity and qualifications of each person nominated, and indicating by an asterisk (*) those named by the Nominating Committee. A copy of this statement and the election ballot and instructions shall be mailed together on or before November 1 to all voting members.
The envelope containing this mailing shall bear the designation “election ballot enclosed” and shall be mailed first class. To be valid, returned ballots must reach the Club Office on or before November 15 or the next succeeding business day if November 15 falls on a Sunday or legal holiday. The ballots shall be counted at the Club Office by the Election’s Committee on the day after the final day for receipt of the ballots (Sunday and legal holidays excepted).
Section 4. Letter Ballots.
On all matters requiring a vote of the Club Membership, a ballot must be mailed to all voting members, stating the proposition to be voted on, a “for” and an “against” box, and a statement giving the date the ballot must be received by the Elections Committee to be valid. The time between mailing of ballots and their required return may not be less than 20 days nor more than 25 days.