Formulation for Election Committee

A Lecture-presentation for PCU La Union October 29-30, 2013

Diego Silang Conference Room, San Fernando City, La Union

Jo B. Bitonio Supervising CDS CDA-DEO

This training course is designed to develop the basic competencies of a member of the Election Committee in developing the election rules and guidelines

Upon completion of the course the learners should be able to:

LO1. Develop comprehensive election rules and guidelines.

LO2. Communicate the approved rules and guidelines with members.

LO3. Execute the approved election rules and guidelines

Objective

Develop Comprehensive Election Committee Rules and Guidelines

Contents: - The Meaning & Practice of Democracy in Cooperatives · Election Principles and Practices · Drafting the Election Rules and Guidelines for the Cooperative

The Meaning & Practice of Democracy in

Cooperatives Art. 4, RA 9520

(2) Democratic Member Control - Cooperatives are democratic organizations that are controlled by their members who actively participate in setting their policies and making decisions. Men and women serving as elected representatives, directors or officers are accountable to the membership. In primary cooperatives, members have equal voting rights of one-member, one-vote. Cooperatives at other levels are organized in the same democratic manner.

ARTICLE V Committees By Laws

Section 3. Election Committee. An Election Committee is hereby created and shall be composed of _____ ( ) members to be elected during a general assembly meeting and shall hold office for a term of one (1) year or until their successors shall have been elected and qualified. Within ten (10) days after their election they shall elect from among themselves a Chairperson, Vice-Chairperson and a Secretary. No member of the committee shall hold any other position within the Cooperative during his/her term of office

Section 4. Functions and Responsibilities

The Election Committee shall: a. Formulate election rules and guidelines, and

recommend to the GA for approval;

b. Implement election rules and guidelines duly approved by the GA;

c. Recommend necessary amendments to the election rules and guidelines, in consultation with the Board of Directors, for approval of the GA;

d. Supervise the conduct, manner and procedure of election and other election related activities and act on the changes thereto;

Section 4. Functions and Responsibilities

e. Canvass and certify the results of the election;

f. Proclaim the winning candidates;

g. Decide election and other related cases except those involving the Election Committee or its members, and

h. Perform such other functions as prescribed in the By-laws or authorized by the GA.

Election Principles and Practices

Was your last Board election a thoughtful exercise in democracy in which members chose a well-qualified set of directors that add value to the Board and to the co-op?

More than anyone else in the cooperative, the Board itself is responsible for ensuring that the answer to this question is “Yes!” Elections should be neither mundane (dull) nor contentious (controversial), but should honor and reinforce the democratic foundations of cooperatives.

Three Fundamental Principles Underlie

Election Procedures and Processes:

♦ One member, one vote: The Cooperative Principles tell us “cooperatives are democratic organizations controlled by their members,” with members having “equal voting rights (one member, one vote).”

♦ Member engagement: Board elections are an important way that cooperative member- owners and their Boards engage with each other.

♦ Excellence in governance: The Board, which bears ultimate responsibility for the affairs of the co-op, must ensure that elections meet basic standards of fairness and create strong leadership for the cooperative.

What Makes an Election Both Fair and Beneficial to the Cooperative?

♦ An informed electorate or membership-owners understand the leadership role of the Board, the ongoing work in which the Board is engaged, and the current issues facing the cooperative.

♦ Voting processes that are open to all, easily-understood and monitored. There is a concise and clear set of election procedures that follow all applicable requirements (including state law, your co-op’s bylaws, and Board policy). Elections are monitored and overseen by objective persons to make sure that the procedures are followed.

♦ A voting process in which each vote is sacred. Each person casts their vote without undue influence from anyone else; ballots are secret. In addition, ballots are kept secure from the moment they are cast until they are counted.

♦ An outcome that all owners have confidence in and are able to support regardless of personal views

♦ Establish a set of criteria for fair and democratic board elections.

♦ Write these criteria as a governance process policy, or as a Election Committee Guideline.

♦ Require the ELECOM responsible for supervising the election process to report back to the board following the election.

♦ The content of the report should clearly indicate how the process met the board’s pre-established criteria.

♦ Create an application packet for candidates to (1) educate them about the Board’s role and (2) give them an opportunity to reflect on and explain their qualifications.

♦ The Board should present members with more than enough qualified candidates. Contested elections are an important aspect of true democratic control.

♦ For cooperatives with large number of membership (1,000 and above) , allow members to cast ballots over a period of time, rather than solely at the annual meeting itself. This is a simple way to encourage greater participation.

♦ Create an application packet for candidates to

(1) educate them about the Board’s role and

(2) give them an opportunity to reflect on and explain their qualifications.

♦ The Board should present members with more than enough qualified candidates. Contested elections are an important aspect of true democratic control.

The Cooperative Principle of Democratic Member Control ensures accountability of Board members Directors are elected by a vote of the entire membership Voting will typically be by mail, online and/or in person, with one vote per member (applicable to cooperatives with large membership).

♦ Remember the election itself is just one part of an annual cycle of Board recruitment and development. After a bit of rest and celebration – jump right back into the Board development work so that your members will have another great crop of Board candidates next year.

Election Timeline

February 4 Acceptance of Nomination

(Board, Committee, Self Nomination)

March 9 ELECOM approves nominations, ballot/candidates are publicly announced

March 16 Candidate orientation

March 23 GA members can vote in person; election results announced

♦ Don’t forget to orient and train your new directors. Remember the 5th Cooperative Principle: “Cooperatives provide education and training for their members, elected representatives, managers and employees so they can contribute effectively to the development of their cooperatives.”

Excellent Boards Ensure Excellent Elections

Throughout the election cycle, from the nomination process, to the balloting period, and on to the vote count itself, the Board ensures complete integrity.

Make decisions based on your controlling documents, set and alter policy and procedure as necessary, delegate and monitor carefully. Because democracy matters, elections matter; because elections matter, your Board must fulfill its duty on behalf of your co-op’s members

Policy No. Subject Resolution No Date Approved /Adopted

010-s-10 2013

Whistleblower Policy 010-s-010-2013 October 11, 2013

011-s-10 2013

Conflict of Interest Policy 011-s-10-2013 October 18, 2013

012-s-10 2013

Policy for all Officers to comply with the mandatory training Requirements

013-s-10 2013

Election Policy & Guidelines 013-s-10 2013 Oct 28, 2013

014-s-10 2013

Policy on Educating the Officers

014-s-10 2013 Nov 8, 2013

Documenting/Codifying Policies

Transparency

Workshop

Formulate Rules for the Cooperative Election Committee

Michael Healy and Thane Joyal/ Elections Field Guide, v4.1

https://cdsconsulting.centraldesktop.com/cbld/doc/6858744/w-Elections

MC 2013-02 Supplemented Roles on the Training Requirements of the Directors, Officers and Committee members dated Feb 7, 2013

Reference