[ivfdf-news] Electronic vote for Sheffield 2008

[Andrew Swaine]

So far there have been responses from Sheffield, Gog Magog Molly and the 
Round.  All we need is two more societies -- you know you can do it!

Andrew.


At 18:19 26/04/2007  Thursday, Andrew Swaine wrote:
>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.