Election Committee

Standing committee

Members

Jack Gambino - (Chair)
Ex officio 
2018-06-30
Grace Yi
Ex officio 
2018-06-30
Neal Madras
Ex officio 
2018-06-30
François Bellavance
Ex officio 
2018-06-30
Matthias Schonlau
Ex officio 
2018-06-30
Jim Stallard
Ex officio 
2018-06-30
Sheldon Li
Ex officio 
2018-06-30
Cyntha Struthers
 
2019-06-30
Christian Genest
 
2018-06-30
Sylvia Esterby
 
2019-06-30

Terms of Reference

Establishment:

Old (last amended in 2008) By-Laws 16.2 and 16.5 (pdf).

Composition:

Chair: Past-President.
Membership: At least three individual members in good standing, appointed by the incoming President, who have agreed not to run for election. In practice the membership of the committee has consisted of the Past-President (Chair), Past-Presidents of the Sections (Biostatistics, Business and Industrial Statistics, Probability, Survey Methods), Accreditation Committee Past Chair plus at least two other members in good standing, appointed by the incoming President, who have agreed not to run for election.

Terms and Duties:

The Election Committee shall perform duties in accordance to Section 12 of the By-Laws.


12. ELECTIONS

 

12.1 On or before October 1 of each year, the President shall appoint an Election Committee composed of at least three individual members in good standing who have agreed not to run for the next election.

 

12.2 The Election Committee shall submit at least one nomination for each position on the Executive Committee and the Board of Directors which is open for election. The chairperson of the Committee shall arrange for this list to be circulated to all members of the Society on or before February 1, together with a call for further nominations. Additional nominations must be supported in writing by at least five individual members in good standing and must be received by the chairperson of the Election Committee on or before March 1.

 

12.3 No candidate may stand for more than one of the positions on the Board of Directors detailed in §7.1 in a given election.

 

12.4 Only individual members in good standing on April 1 shall be eligible to vote. Voting by proxy shall not be permitted.

 

12.5 Election of Directors shall be by the membership at large. Each voter shall be entitled to vote once for each officer to be elected and, for each region, to vote for as many candidates as there are Regional Representatives to be elected in that region.

 

12.6 Candidates shall be elected according to total number of votes. Ties shall be resolved by the chairperson of the Election Committee.

 

12.7 On or before April 15, the Office shall send, either by mail or by electronic mail, a ballot to each individual member of the Society eligible to vote. A brief biographical sketch of each candidate shall be provided in both official languages. The number of ballots received within a period determined by the Election Committee must respect the quorum of §15.5. This period shall not be less than thirty days.

 

12.8 The Election Committee shall supervise the election and certify the outcome of the vote to the Board of Directors. The counting of the votes shall be done in the presence of at least one of the members of the Election Committee and at least one teller designated by the Executive Committee.


Note: Referring to By-Law 12.1 above, current practice has been for the President to appoint the Election Committee sometime in July, well “...before October 1”. This allows for a timely schedule for soliciting nominations, completing a slate of candidates and publishing same in Liaison.


Guidelines


In implementing the election By-laws the Election Committee shall:

  • Arrange for nominations for election of Directors and Officers of the Society to be solicited in Liaison. In the past this occurred in an issue in October which is no longer published. The issues now published in that time of the year are in August and November. Current practice is for such a call for nominations to appear in the August issue.
  • Prepare a slate of candidates for election, obtain agreement from the candidates, and request that each candidate send biographical information to the Chairperson of the Election Committee. In the past it was suggested that this occur by early December. Current practice is to complete this task by the end of October.
  • Arrange for the slate of candidates to appear in Liaison along with a request for further nominations for any position made through a petition signed by at least five individual members in good standing, and communicated to the Committee on or before March 1. In the past, in order to adhere to By-Law 12.2, the slate of candidates prepared by the Election Committee was to appear in the February Issue of Liaison, but often such issue appeared after March 1. Current practice is for this slate to appear in the November issue of Liaison. If additional nominations are received on or before March 1, the final list of candidates is distributed electronically.
  • Request that each additional nominee send biographical information to the Chairperson.
     
    • Prepare, in conjunction with the SSC Office, the ballot and a brief biographical sketch of each candidate.
      • To speed the counting process and to minimize cost, care should be taken so that all the entries on the ballot are on one side of a page.
      • When a person is a candidate for a Society office and a Section office, in the interests of clarity the biography of such candidates should be printed in both places.
    • Ensure (as per By-Law 12.7) that the SSC Office sends on or before April 15 a ballot to each individual member of the Society who is eligible to vote, together with the appropriate instructions and a brief biographical sketch of each candidate (in both official languages).
    • Supervise (as per By-Law 12.8) the election and certify the outcome of the voting to the Board of Directors (the counting of the ballots must be done in the presence of at least one of the members of the Election Committee and at least one teller designated by the Executive Committee). As per By-Law 12.7, ballots must be counted no sooner than 30 days after mailing. A notation on the ballot should specify the day on which the ballots are to be counted. Ballots arriving after that day may not be opened or counted.
  • Inform the Executive Committee of the results of the Election (vote tallies to be reported only to the Executive Committee).
  • Write to all candidates in the election, thanking them for running and informing them of their own results. (To be done as far in advance of the Annual Meeting as possible; in view of the 30 day period mandated for members to return the ballot after mailout, this will normally occur on or about May 15.)

Note:

  • At the 1996 Spring Board Meeting a new procedural rule was suggested, which was followed in the 1997 election, namely, that the date announced as the deadline for receipt of ballots is the date that ballots are to be counted.
  • At the 2007 Fall Board Meeting, the following motion was adopted.

    MOTION: that the Executive Committee make the necessary arrangements for the 2008 elections to be held electronically, if feasible / / que le Comité exécutif prenne les mesures nécessaires en vue de la tenue d'élections par voie électronique en 2008, si possible.

    As a result, the 2008 Election was held electronically, with the voting period from April 15 to May 15.
  • Subsequent elections will continue to be held electronically. The bullet items in the Guidelines above, with empty bullet refer to paper ballots, their layout, and the mailing of same, and are to be reinterpreted within the parameters of electronic voting.

Suggested Election Timetable Reflecting Current Practice:

Date Action Responsible  
July Appoint SSC and Section Election Committees SSC President Elect & Section Presidents Elect
 
 
  Identify Offices requiring candidates and outgoing Officers      SSC President Elect & Section Presidents Elect
  eligible for re-election SSC Executive Secretary, Section Secretaries
 
  Prepare Election notice for Liaison Chairperson
 
August       Request candidate names from Committee members, Sections, Accreditation Committees and others Chairperson
     
  Publish Election notice in Liaison  
 
October Finalize slate Chairperson
  Transmit to Liaison Editor with request for additional nominations  
 
October – mid      Develop biographies and send to SSC Office Chairperson, Sections
     
November Update Online System with Election Material Chairperson, Election Software Support Staff
 
Early November Approve costs with SSC Office for ballots, bio-booklet, ballot envelope, mailing envelope, return envelope and stuffing & labelling Chairperson
     
  Approve address for return envelope with SSC Office  
 
November Publish slate and solicit nominations Liaison Editor
     
  Send SSC office information on what is required regarding “members in good standing as of April ” and what format files should be prepared Chairperson
 
December – Prepare translations SSC Office
     
January Prepare and approve master copy of ballot SSC Office, Chairperson
     
  Prepare web bilingual biographical sketches Chairperson
 
March Cleanup email addresses on file: secure missing addresses and correct addresses for bounced email Chairperson
 
On or before April 15 Obtain list from SSC Office of all members in good standing as of April 1 SSC Office
     
  Mail paper ballots; Send online elections instructions to members Chairperson, Election Software Support Staff
     
  Approval of teller(s) for counting of the ballots Executive Committee
 
Around May 15 Count ballots in the presence of at least one of the members of the Election Committee and teller(s)     Chairperson
     
  Report to Executive Committee  
     
  Thank candidates and report to them their own results  
 
June Provide SSC Office with Updated list of elected individuals Chairperson
     

Section Elections


By-Law 19.3 The election of Section officers shall take place annually at the same time as the Annual Election of the Society. Only those members of the Society who are also members of a given Section on April 1 are eligible to vote in the election of officers for that Section in that year.


The election of Section officers is conducted by the Election Committee as part of the Society elections. Past- Presidents of the Sections are members of the committee and participate in all the activities of the committee. In addition, they serve as liaison with the Section Election Committees. Sections shall provide the SSC Election Committee with Section slates and biographies of candidates in accordance to the schedule given in the Election Timetable.