1. Regional representatives will represent their
region at USOF Board meetings and report results to their constituents.
2. Establish a regional structure to:
-Promote and publicize orienteering
-Support developing clubs
-Sponsor regional competitions
-Encourage and support the development of
junior and elite athletes
3. Assist the Nominating
Committee in identifying candidates for USOF committees and BOD positions
within their region.
4. Acts as liaison between the
USOF National Orienteering Day (NOD)
Chairperson and the clubs in the region in organizing, promoting and
disseminating information about all phases of NOD, including a report on the
results of NOD.
5. Is encouraged, at least once a year, to prepare a report for the USOF Publication on the activities, goals and achievements, etc. in their region.
RESPONSIBILITY FOR CONDUCTING REGIONAL ELECTIONS
Each region shall
have a member on the USOF Nominating Committee.
The Regional
Nominating Committee
Representative (RNCR) will be appointed by the Region’s governing body or the
Regional Board Representative, as applicable.
The party making the appointment by postal or e-mail will advise:
-VP Administration
-Chairperson, USOF Nominating Committee
Submit appointee’s
name, club, mailing address, e-mail address, telephone/FAX numbers.
RNCRs will in the yearly USOF Board Candidate identification
and selection process work with the Chairperson, Nominations & Elections in
identifying and contacting potential USOF Board Candidates in the various
regions.
Normally the RNCR will be responsible for conducting elections
for Regional
Representative and Alternate according to the schedule below, which is a
projection of the schedule currently detailed in the Bylaws:
2002/2005/2008 Regions: N.E., Heartland, Pacific
2003/2006/2009 Regions: Mid-Atlantic, S.W., N.W.
2004/2007/2010 Regions: S.E., M.W.
A vacancy in the
office of Regional Board member shall automatically be filled by the Alternate
for the remainder of the term of office.
A vacancy in the position of Alternate shall be filled by an election
for the remaining term of office.
If a RCDD is not available, then the current Regional
Board Representative/Alternate will
assume the duties. The RCDD or Regional Board
Representative/Alternate may conduct the election even if they are going to
stand for election. In this case they will handle all phases of the election
except for the voting counting. They will contact the Chairperson, Nominating
&
Election Committee for naming the person to whom the ballots will
be returned and who will
assume the responsibility for tabulating the voting results and
handling the results as detailed in items "5, 6 and 7" of the METHODS
FOR CONDUCTING ELECTIONS SECTION.
1. Any member of USOF, except Honorary Life
Members.
2. A member of USOF for at least one (1) year.
3. Active in orienteering either in a local Club or in Federation work such as committee membership, publication work, etc.
4. Not have been an officer of any other amateur
sports organization which is recognized as a national governing body.
5. All members shall be selected without respect
to race, color, religion, national origin or sex, except for reasonable
representation of both males and females.
6. The term of office is for three years and
there are no limits on the number of consecutive terms.
7. Regional and Alternate Board Representatives
are not required to reside in the region being represented.
1. All voting will be done by direct vote of the
individual members of USOF.
2. On the Regional
Voting List, USOF Memberships marked I (individual) or S (student) may cast one
vote, and family memberships (marked F) may cast two votes (family memberships
numbers begin with a "2").
Family membership votes may be split, but one person in a Family membership
3. As of 12/31 of the year immediately preceding
the regional elections, USOF primary members of a chartered club in the region
in which elections are being conducted may vote. Also eligible for voting are At-Large members
of USOF living in the region. At-large
members residing overseas will vote in the Northeast Region elections while
those with an AP zip code will vote in the Pacific Region elections.
4. As soon as practical after 12/31 of each
year, the Executive Director of USOF shall provide the appropriate regional
people and the Chairperson, USOF Nominating Committee, with a voting list for
Regional elections. These lists may not
be used for any purpose except conducting elections. Every region will receive a copy since
vacancies may force elections in any region.
5. For a valid election there must be a 10%
quorum of the USOF club and At-Large members in the region voting, either in
person or by proxy. For example, a
region with 131 USOF club members and 18 At-Large members would need 15 people
to vote in the election. Any tenth of a
percent is rounded up. (In the example
it was 14.9). Failure to achieve a 10%
quorum will require additional elections being conducted until the 10% quorum
requirement is met.
1. The USOF budget will provide a region conducting regular or special elections with funds for conducting the election. The specific amount for a region will be based on the total number of regional members as of 12/31 of the year preceding the election times a fixed rate cost per member as established by the VP administration.
2. Elections must be conducted so that those
elected may be seated at the Board organizational meeting that follows the
Annual General Meeting.
3. Starting approximately one year before the
seating of a new regional representative/alternate the RNCR, through direct and
indirect consultation with clubs in the region will be responsible for
assembling a regional Nominating Committee assuring that nominees are obtained
and biographical information regarding the nominees and the election is
disseminated.
4. The region will determine:
Method
for conducting their election:
*
All mail balloting with proxy voting
-or-
*
Combination mail balloting/proxy voting in conjunction with a regional
meeting.
NOTE: The onus for achieving
a quorum must be placed directly on the clubs in the region.
Dates for
voting and as applicable time/place.
*
See Appendix A for Generic ballot in conducting elections.
*
The notice of the elction and how it will be conducted may be placed in
the USOF publication, club newsletters, club/regional websites. See Appendix B for suggested copy.
Placement
of names on ballot:
*
Candidates must declare whether he/she is running for the Board
Representative or Alternate position.
*
Even if there is only one candidate for each position, an election must
still be held in order to allow for “write in” candidates.
*
When there are two or more candidates, a simple plurality is required.
*
In case of tie votes, elections will be conducted until a plurality is
achieved.
5. To tabulate election results
*
The RNCR along with at least two other USOF members will constitute a
vote counting committee.
*
The committee will verify that those voting in the election are in fact
eligible to vote and ballots/proxies were completed properly.
6. A report will be prepared for the USOF
Nominating Committee Chairperson by the RNCR;
*
Submitted immediately if vote counting takes place at the Convention.
-or-
*
Within five days for non-convention vote counting.
*
Copies of the report will be prepared and sent to chairperson, USOF
Nominating Committee.
7. The report will cover and include the
forwarding of support materials as indicated below;
*
Members of vote counting committee
*
Number (by category) of club and At-Large members voting.
*
Names of those elected for each position and their addresses (postal
and e-mail), telephone contacts (home, business, FAX) as applicable.
*
Certification that the election was conducted within the general USOF
election procedures.
*
As applicable, sign in sheets from the regional meeting and/or return
envelopes of mailed in ballots and proxies, along with ballots/proxies shall be
included with the report.
1. In early January, remind the regions of
preparing for their forthcoming elections.
2. Provide guidance and counsel, as requested,
by those conducting the regional elections.
3. Resolve procedural questions with VP
Administration.
4. Ascertain that the regional elections are
conducted according to these Guidelines.
7/15/2006
GENERIC BALLOT FOR
USOF BOARD REPRESENTATIVE AND
ALTERNATE REGIONAL
ELECTIONS
Please
refer to your Region’s Election Notice as to USOF eligibility, candidates, specific
election details, and where the ballot/proxy is to be sent. Accurately complete this ballot/proxy or
photocopy to vote. IT IS IMPERATIVE ALL
ELIGIBLE PERSONS VOTE IN ORDER TO ACHIEVE THE MANDATORY QUORUM. A simple plurality will determine the person
elected. To vote, from your region
election notice, enter candidate name of your choice and check position.
Any
write-in candidates must have agreed to stand for election.
FOR BOARD
REPRESENTATIVE
WRITE IN CANDIDATES
...............................( )
..............................( )
...............................( )
..............................( )
FOR BOARD ALTERNATE
REPRESENTATIVE WRITE IN
CANDIDATES
...............................( )
..............................( )
...............................( )
..............................( )
I/We, being unable to
attend (_______) Regional Meeting and Election, hereby authorize
__________________________________, an individual orienteer who is eligible to
vote at the meeting, or a duly authorized representative of the
_________________________________ Orienteering Club, a USOF chartered club
located in my region, to cast my/our vote/s at the meeting.
_____ I/WE authorize
my/our proxy to vote as he/she sees fit.
_____ I/WE instruct
my/our proxy to cast votes as indicated in the regular voting section
above.
print
name
_____________________________ signature _________________________
name
_____________________________ signature _________________________
USOF MEMBER NUMBER
______________ Family numbers begin with “2” and may cast two votes. On the lower left hand corner of your mailing
envelope sign your name and club. Send
to the addressee listed in election notice.
The
_____________________ Region will hold it’s election for the USOF Board of
Director and
Alternate on
_________________ (day/mo/da/yr)
-at-
____________________________________________________
(location)
The time and meeting
place will be posted at event registration.
You are eligible to vote if you were a USOF member of a USOF Chartered
Club in the ___________________ Region as of 12/31 of this past year, or an
At-Large member of USOF residing in that region.
You may vote (family
membership with USOF membership numbers beginning with “2” are entitled to two
votes) in person or by absentee/proxy.
The following have
indicated their willingness to stand for election for positions as indicated:
___________________________________
for ____________________________
___________________________________
for ____________________________
___________________________________
for ____________________________
Biographical
information will be available in your club newsletter, or through
_________________
Regional Nominating
Committee Representative at ____________________. Please complete the ballot/proxy and mail to: