Part 1 — Before the Meeting

Ensure that all members are aware and are given sufficient notice of the upcoming election. Depending on the size and physical distribution of your membership, this can be done by notice-posting, by desk-drop, by e-mail or by telephone.

Circulate a reminder notice two work days before the meeting.

Make sure you have sufficient space and seating for the expected number of attendees. Have extra chairs available on hand if needed.

Ensure there are sufficient quantities of materials to be used during the meeting (i.e. agendas, reports, necessary documents, ballot books, etc.)

Select another Local member who is not seeking election to assist you as required during the election process.

Part 2 — At the Meeting

Separate voting members/delegates and those who cannot vote (i.e. alternates, observers).

If necessary, hold a roll-call of members/delegates and distribute ballot books to those qualified to vote.

Advise the group that you will run the election and explain that you will use the following procedure outlined below.

Begin the election by calling for nominations. Note that all nominations have to be duly moved and seconded.

Read out any nominations submitted in writing up to that time.

Call for nominations from the floor a total of three times, by asking “Are there any other nominations? Are there any other nominations? Are there any other nominations?”

If no nominations are made from the floor, or when all nominations have been made, declare the nominations process closed.

Ask the individuals nominated if they wish to stand for office. Those who do not wish to stand will have their name deleted from the list of candidates. Where a nominated candidate is unable to attend the election meeting, another member may vouch that the absent person has agreed to stand for office.

An unopposed candidate for a position may be declared as acclaimed. He or she should be offered the opportunity to make any brief remarks of intent, thanks, etc.

In order of their nomination, ask candidates in contested positions if they wish to speak or have someone else present speak on their behalf. Also ask if they wish to have a scrutineer (i.e. a representative) present during the vote count.

Each candidate has a total of three minutes to speak. Enforce this. To avoid any suggestion of favouritism, use a digital watch or other device to time the three minutes.

At the end of the candidate speeches, before beginning the balloting process, order the door(s) to be ‘tiled’ (or, closed), preventing anyone from leaving or entering the room until the balloting is completed and the results have been announced.

A separate page in the ballot book should be used for each position contested. Start each individual election by announcing which number or coloured page in the ballot book that will be used.

Collect the ballots.

When all balloting is finished, you, your assistant and any candidate scrutineers should seek a quiet, relatively-secluded place (such as a corner of the room, a hallway, or another room) and begin the count of ballots for each contested position.

A candidate needs to receive a clear majority of votes cast in order to win. If a first ballot results in no candidate receiving a majority, the candidate receiving the fewest number of votes is dropped and another round of balloting is held for that position. This procedure is continued until a candidate ultimately obtains a majority of votes.

When the election is complete, ask for a motion to destroy the ballots from the voters present. The motion must be seconded and approved.

Administer the Oath of Office as found in the USGE By-Laws book to the group of successful candidates.

In cases where a new Local President has been elected, the outgoing President should turn over the meeting to his or her replacement.

Thank all concerned for their contribution to rank-and-file control of our union and adjourn the meeting.

(2013)