Election Bylaw

1. Election Procedures

 

1.1. Election of National President, National Vice President & Governance Board Members

Nomination and Voting Procedure.

[a]  The Governance Board shall appoint an Election Committee (a returning officer and two  scrutineers) to carry out the election process.

[b]   A call for such nominations will be made through the official organs and nominations must reach the election officer by 31 August of that year.

[c]   Nominations for the National President and National Vice President positions must be in writing and include 15 eligible members to sign their nomination form(s)

[d]   Nominations for a Governance Board candidate must be in writing and include 10 eligible members to sign their nomination form(s)

[e]   A Candidate (for National President, National Vice President, Governance Board), needs to sign one form only, being an Election Acceptance Form for the relevant position. These are made available on the TSNZ website 

[f]   The Election Acceptance Form (which does not carry nomination signatures) is sent to National Section so the candidate’s signature can be ‘held on file’ and this is announced on the TSNZ website. The form used can be an original or scanned or online form with signature electronically verified. 

[g]   ‘Nominators’ can tick a box on the Election Nomination Form that says, ‘candidate signature held on file’ (note:  a nominator will need to check with the Candidate, the TSNZ website or National Section that a signature is actually held, otherwise the candidate’s nomination is invalid without an accepting signature).

[h]   Multiple Election Nomination Forms will be accepted with Nominator names and signatures on them for a Candidate

[i]    All Nominator names (to the required number), are to appear on the ‘Member Advice Nomination Form’ that is sent out to eligible voting members 

[j]    Candidates are recommended to collect more than the required number of signed names necessary in case any people are deemed ineligible to nominate someone. 

[k]   After the nomination closing date, the Returning Officer sends the Candidate a list of names of people putting them forward for the position and the candidate selects the names and order they wish these to appear on (being the Member Advice Nomination Form) that goes out to eligible members. If the Candidate does not get back to the Returning Officer in a timely manner as requested, the Returning Officer will select the names up to the required number at random. 

[l]   Nominations for the National President and the National Vice President must meet the prerequisites as outlined in bylaw 1.2.

[m] Nominator’s names will not appear on the election ballot paper

[n]   Candidates are to provide with their nomination, using the Election Acceptance Form and any associated forms, on one A4 page, a short statement of their background which includes a summary of what they bring to the Position sought, a brief visionary statement, previous experience and any relevant experience in leadership, finance, governance, strategy and policy development or similar leadership and business skills. They may also indicate who their preferred preference is as president/vice president which would be prearranged between individuals. These details will be included in the ballot paper

[o] Where there are more than two candidates for the positions being filled, then voting will be cast on a preferential basis.

[p] If only as many names as positions to be filled remain on the voting list the vote shall be taken on a ‘For’ or ‘Against’ ballot.

[q] If there is a tie in the voting result, for the available position, where relevant a new vote will begin immediately, asking members to re-vote on the two candidates.

[r] Procedure: Office Manager’s mail-out. This mail-out will include voting papers, a short curriculum vitae and a photograph of each candidate, the names of nominators as per [k] above (Member Advice Nomination Form), a candidate statement (no longer than one page) and a stamped return envelope. An explanation of the preferential voting process (if applicable) will also be enclosed.

[s] No eligible person shall put their name forward for more than one Officer position in the same year.

[t] Summary of process:

i.   Nominations will be called for in the June edition of TheoSophia and on the official website at the same time.

ii.  Nominations will be in by 31 August. 

iii. Voting papers will be sent out to eligible members the first week in October.

iv. Voting papers have to be returned by members no later than 31 October. Any voting papers received after 4.00 pm on 31 October will be disregarded.

v. Voting results will be announced in the December edition of TheoSophia and on the official website.

vi. The newly elected officer(s) or Board member(s) shall take over office at the conclusion of the AGM.

1.1.1      Checking the TSNZ National Database

1. Nominators must be validated by the appointed scrutineers;

i. That they are eligible to be a nominator as per the Constitution and By-laws
ii. That they have been a member in good standing for at least three consecutive years

2. The Candidate must be validated by scrutineers -

i.   That the candidate is eligible for the role according to the Constitution and By-laws. 
ii.  Scrutineers must check all requirements have been met. 
iii. Candidates must provide sufficient proof of eligibility if there is doubt about eligibility. 
iv. Candidate must fill out the Election Acceptance Form which describes the eligibility criteria, and indicate which criteria they are using to be eligible for the position they are standing for.

3. Scrutineers will do all necessary checks after the nomination closing date. 

i. If the Candidate is ineligible themselves, or does not reach the number required of eligible nominators, then their application for the position will be rejected and their candidacy will not proceed to the voting stage. 
ii. If a Candidate is deemed ineligible, the National Section will advise them what criteria they failed to meet.  

4. National Section shall complete Police Vetting (Police Check) on all Candidates

 i.   The Candidate shall acknowledge via the Election Acceptance Form that they consent to a Police Check and must sign and date the form agreeing to this procedure, unless a Police Form or Vetting Agency Form is used instead.  
ii.  The Police Check occurs after the nomination closing date 
iii. TSNZ will pay for any fees, if any, for the Police Check
iv. If a Police Check raises any issue, then the National President consults the Candidate to give them the opportunity to withdraw their name from the process. Ensure TS Privacy is adhered to.
v.  If a Candidate wishes to continue, then the National President raises the matter to the Board Chair who in consultation with the National President, may decide to call a board meeting on the matter if deemed appropriate.  

1.2. Prerequisite requirements for roles of National President and National Vice President.

1.2.1. National President

A proven Internal History of Service and Commitment to the Theosophical Society as outlined below:

1. A minimum of 10 consecutive years as a financial member of the New Zealand Section

2. Must have experience of service in the New Zealand Section in at least one of following roles

i.   One term as National Vice President
ii.  Two terms as a Governance Board member
iii. A branch President for six years
iv. A branch committee member for nine years

3. Skills and qualifications required:

1. Deep understanding of Theosophy
2. Leadership

4. Further skills in at least four of these areas:

i.   Strategy and Planning
ii.  Governance
iii. Operations
iv. Property
v.  Finance
vi. Legal

1.2.2. National Vice President

A proven Internal History of Service and Commitment to the Theosophical Society as outlined below:

1. A minimum of 5 consecutive years as a financial member of the New Zealand Section

2. Must have experience of service in the New Zealand Section in at least one of following roles

i.   One term as a Governance Board member
ii.  A branch President for two years
iii. A branch committee member for three years

3. Skills and qualifications required:

i.  Deep understanding of Theosophy
ii.  Leadership

4. Further skills in at least three of these areas:

i.  Strategy and Planning
ii.  Governance
iii. Operations
iv.  Property
v.   Finance
vi.  Legal

1.2.3.  Candidates for the Role of National President Interview

Any candidate who puts themselves forward for a position as National President of the Society is to meet with the Governance Board Chair and a Past/Current National President before putting in a nomination to ensure they have the skills required and a clear understanding of the role.

1.2.4.  Candidates for the Role of National Vice President Interview

Any candidate who puts themselves forward for a position as National Vice President of the Society is to meet with the Governance Board Chair and the Current National President before putting in a nomination to ensure they have the skills required and a clear understanding of the role.