[ivfdf-news] Electronic vote for Sheffield 2008

[Andrew Swaine]

I'm going to try to resolve the electronic vote kickoff problem.  Apologies 
for not having managed to do this in the last few days.  There is a lot of 
confusion so I am going to be horribly prescriptive -- apologies if I am 
also being presumptive anywhere here, I think it is the only way to make 
progress.

The electronic voting procedure is documented in full on the web: 
http://www.ivfdf.org/Constitution

I propose the following two motions are proposed:

1.  "That the Sheffield 2008 committee are confirmed as hosts of IVFDF 2008."
2.  "That the Sheffield 2008 committee are granted underwriting from 
central funds up to a maximum of £1000."

I have put in a default figure of £1000 -- if you think a different figure 
is appropriate, you need to say so.  Whatever figure you think is 
appropriate, you need to justify it to your external advisers, who will 
report back to this list before the vote is taken.

The following needs to happen:

1.  Sheffield ceilidhsoc (not the 2008 committee): you need to send an 
e-mail back to this list saying "On behalf of Sheffield Ceilidhsoc we 
propose an electronic vote on the motions suggested by Andrew".  I strongly 
suggest that you make the proposal because only the proposing society can 
change the motion later (with the approval of the returning officer, who is 
Ian).  You might need to do this in order to change the underwriting 
proposal.  I see nothing improper about this proposal coming from Sheffield.

2.  Other societies: 4 of you need to send an e-mail back to this list 
saying "On behalf of <xxx> we second an electronic vote on the motions 
suggested by Andrew".  It doesn't matter who, and you aren't saying that 
you will vote for the motion, just that you think we ought to have 
it.  First come, first served.  You don't need to get your whole society to 
vote on it, it's the same as sticking your hand up in a Reps meeting, just 
do it :-)

3.  Once these are received, Ian needs to send an e-mail back to the list 
repeating the motions, appending the relevant bit of Constitution, and 
stating a date for the voting to begin, which will be no less than three 
weeks later (and given the circumstances probably no more than three weeks 
later either!)

4.  Sheffield 2008 will send a report to this list detailing where they 
have got to.  The external advisers will say whether they recommend that 
everybody else votes for or against the two motions, as well as stating any 
reservations that they might have that they believe are relevant.  A 
discussion might or might not ensue depending on the circumstances.

5.  At the same time as the discussions, *every member society* needs to 
nominate two people to be voting members and send the names of those 
members to Ian (I.M.Thompson at bigfoot.com).  Use a selection mechanism 
consistent with the mechanism you use to select people to attend the Reps 
meeting (which in my experience is usually the chairman/president saying 
"you'll do", but how you run your society is your business :-)).  If any of 
those people are not already on ivfdf-news, they need to get on it 
(http://www.ivfdf.org/Mailing_lists).  You are a member society if you had 
at least two members at either IVFDF 2006 or 2007 (and strictly speaking 
that those members didn't count for another university society at the same 
time in the same way, but I doubt that will apply).

6.  At any point before the start of voting, Sheffield Ceilidhsoc may amend 
the motions (assuming they proposed them).  In practice if you want an 
event-free process, I suggest only changing the underwriting amount, and 
only at the beginning of the discussion period when the external advisers 
have time to comment on it!

7.  At the start of the voting process, Ian will send an e-mail saying that 
voting is open, and giving the duration of the voting period (not less than 
and almost certainly equal to one week).

8.  Each person who has been named to Ian as a voting member may cast one 
vote.  Once cast, it cannot be changed.  We need a third of all member 
societies to vote, so please make sure that you do vote otherwise there is 
a small risk of not reaching the quorum.

9.  At the end of the voting period, Ian will send another e-mail saying 
that the vote is closed, and listing the result and who voted in which way 
(this is a public vote).  The e-mail will also specify that the dispute 
period begins, which shall last not less than one week.

10.  If anybody believes there has been improper conduct in conducting the 
vote that has jeopardised the outcome, they must e-mail Ian immediately.

11.  At the end of the week Ian sends his final e-mail indicating 
(hopefully) his satisfaction of the validity of the vote and its final result.

I hope this helps, that we can get all of this done as quickly as possible, 
and that it doesn't distract too much from the important organisation 
required for IVFDF 2008.

Andrew.