Following the discussion about the election procedures of the IRSPM executive board during the annual general meeting at the 2018 IRSPM Conference in Edinburgh, a sub-committee was formed to review the election procedures and propose amendments. The committee has reviewed the procedures and proposed some changes to the Article 4 of the IRSPM Constitution. The proposal is yet to be approved by the IRSPM members. The revised/proposed texts are shown below. Any questions and concerns about the proposed changes should be sent to the IRSPM Secretary, Ileana Steccolini at Ileana.Steccolini@newcastle.ac.uk.
Article 4: Election of the Office-bearers and their Tenure
4.1 Only financial members of the Society, who hold this status on the date an election is called, are eligible to stand for office.
4.2 Only financial members of the Society, who hold this status on the date an election is called, are eligible to vote in the election.
4.3 All officers of the Society shall be elected by the Members of the Society except with respect to those appointed pursuant to Clause 4.4 and where a casual vacancy occurs (Clauses 4.9-4.10).
All executive board (EB) members shall have tenure of two years in their role.
All EB members shall be eligible for re-election or re-appointment, but no EB member may serve for more than six consecutive years, including any periods of cooptation to the board.
4.4 The vice-presidents for each geographic region shall have their main place of work in that region. Nominations for regional vice-presidents shall have both a proposer and a seconder from that region. If no nominations from a particular region are received then that post will be held vacant until the next round of elections. In the interim the EB will have the power to co-opt a Society member to one of these vacant posts provided that (i) their main place of work is in that region (ii) the co-optation shall only last until the next round of elections for the EB (iii) no member of the Society may be a co-opted regional member of the EB more than twice in any six year period (iv) co-opted members of the EB will be eligible to stand for election for any post on the EB in the Board elections following their co-optation.
4.5 Nominations of candidates for election as officers of the Society shall be called by the Elections Secretary 80 days before the next annual general meeting and close 55 days before that annual general meeting (AGM).
Nominations may come from any member of the society, however the proposer and seconder should not both be existing Board members. Each member of the society can nominate as proposer or seconder not more than two candidates in any election.
If the Elections Secretary discovers any anomalies regarding any candidate, proposer or seconder (e.g. validity of membership, number of nominations allowed) when nominations are closed, those affected will be given three days to regularize their position.
4.6 Nominations of candidates for election as officers of the Society shall be facilitated by a nominations committee. This committee will be chaired by the Elections Secretary of the Society and have three members, one of which may be a non-Board member. Composition of the committee will be proposed to the EB for approval. No member of the nominating committee can stand for election in the year they serve, but the Elections Secretary may stand for re-election within the limits of the 6 consecutive years rule.
4.7 If the number of nominations exceeds the number of vacancies to be filled, a ballot of Members shall be held. In the event of a ballot being required the Elections Secretary shall follow these procedures:
a) Appoint one of the Society officers, not being a candidate for election, to be returning officer for that ballot
b) Invite Members to vote for those candidates they wish to elect, for each of the officers to be filled
c) Distribute electronically ballots for election to the IRSPM Executive Board no later than 50 days prior to the AGM, and close the ballot 25 days before the AGM
d) The winners of the elections will be reported to the membership (including candidates) no later than 20 days in advance of the AGM
e) Newly elected members of the EB will be invited to attend the next EB meeting with observer (non-voting) status.
4.8 The returning officer shall notify the Elections Secretary of the winners of the elections for reporting to the membership as per 4.7 e). The winners of the elections will also be announced at the AGM, and the Elections Secretary will declare elected those candidates who have received the greatest number of votes and who fulfill the specified requirements for those offices.
4.9 For the purpose of this Constitution, a casual vacancy in the office of an Executive Board Member occurs if the Executive Board Member:
a) dies; or
b) ceases to be a Member; or
c) becomes an insolvent under administration within the meaning of the relevant legislation; or
d) resigns office by notice in writing given to the Secretary; or
e) is removed from office; or
f) becomes a mentally incapacitated person; or
g) is absent without the consent of the Executive Board from two consecutive meetings of the Executive Board.
4.10 In the event of a casual vacancy occurring for any office of the Society, the Executive Board shall as soon as convenient appoint (within the bounds of the 6 consecutive years rule): (a) a Member to that vacated office, and such additional Member or Members as may be required to fill all vacancies in the offices of the Society; (b) Members who are appointed to the EB will hold office from the date of appointment to the next round of elections for the EB; c) Members who are appointed to the EB will be eligible to stand for election for any post on the EB in the elections following their appointment.
4.11 The Society may by resolution remove any Executive Board Member from office before the expiration of the Member's term of office and may by resolution appoint another person to hold office until the expiration of the term of office of the Member so removed.
4.12 If an Executive Board Member, subject to a resolution as referred to in sub-clause 4.11, makes representations in writing to the Secretary or President (not exceeding 1,000 words), the Secretary or the President will send a copy of the representations to society members.