[ivfdf-news] Electronic vote for Sheffield 2008

[Cait Leach]

On behalf of Sheffield Ceilidhsoc we propose an electronic vote on the 
motions suggested by Andrew, namely that;
 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."

Cheers,
Cait (Csoc president)


----- Original Message ----- 
From: "Andrew Swaine" <andrew-ivfdfnews at swaine.me.uk>
To: <ivfdf-news at ivfdf.org>
Sent: Thursday, April 26, 2007 6:19 PM
Subject: [ivfdf-news] Electronic vote for Sheffield 2008


> 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.
>
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