[ivfdf-news] Electronic Vote

Burt Hunter burt.hunter at gmail.com
Sun Dec 6 22:23:05 GMT 2015


Has any other university put forward a serious bid to host IVFDF 2017?

Burt Hunter

On 6 December 2015 at 17:39, Archivist <archivist at ivfdf.org> wrote:

> There has been a call for an Electronic Vote to select the 2017 host for
> IVFDF by Warkwick, the text of which is below.
>
> We need to allow a minimum of 3 weeks between calling the vote and
> carrying out the vote for discussion. During that period every member
> society that wishes to vote needs to let me (the Archivist) know the
> names (and email address) of the two voting members for their society.
>
> Voting will open on the 28th Dec (the earliest it can be) and given the
> vote is taking place over the Holiday we will allow little long than a
> week for voting members to get their votes in, so voting will close on
> the 5th Jan 2016.  I've included a copy of the relevant section of the
> constitution at the bottom of this email.
>
> Information on the vote:
>
> The combined Cambridge folk societies are proposing to run IVFDF 2017.
> In order to support them, Warwick Folk society (seconded by Exeter Folk
> society) propose that we vote to support this bid.
>
> Furthermore we propose the appointment of external advisers for the
> IVFDF 2017 committee.
> The role of these external advisors will be to support Cambridge in
> their organisation of the festival wherever possible, and to report any
> concerns at the Reps meeting at Warwick 2017. The information of these
> appointments shall be shared within this mailing list.
>
>
> Vote:
>
> I agree, in my role as a representative of my university folk society,
> to support the bid by combined Cambridge folk societies in their
> proposal to run the Inter-Varsity Folk Dance Festival (IVFDF) in 2017.
>
> Furthermore, I agree to the appointment of Jean-Christophe Denis
> (Edinburgh folk society) as lead external advisor and as assistant
> advisors; Isabel Castle and Caroline Selley (Exeter folk society).
>
>
> Constitution
>
> 8. ELECTRONIC VOTING
> 8.1. Any Member Society may call an EV with the support required for
> calling an ERM as specified in section 7.1 by notifying the electronic
> mailing list specified in section 10.2.6.
> 8.2. Each Member Society may choose up to two of its members to have
> voting rights in an EV, hereafter referred to as Voting Members.
> 8.3. The EV shall be conducted in accordance with the Standing Orders by
> a Returning Officer.
> 8.3.1. The returning Officer shall be one of the following, in order of
> preference, depending on availability: the Archivist, the Treasurer,
> other officers defined by the Standing Orders in order of definition.
> Anyone serving on an active Festival Committee or with a conflict of
> interest shall be deemed unavailable for this purpose if another Officer
> is available.
> 8.4. The Returning Officer shall give notice of the proposal(s) to the
> electronic mailing list specified in section 10.2.6, appending the
> entirety of section 8 of the constitution and any Standing Orders
> governing the conduct of EVs.
> 8.5. At least three weeks shall be allowed following notification of the
> proposal(s) to allow discussion of the proposal(s) to take place.
> 8.5.1. Member Societies must inform the Returning Officer of its Voting
> Members during the discussion period.
> 8.5.2. Proposals may be altered during the discussion period in whole or
> in part by the Member Society which called the EV at the discretion of
> the Returning Officer.
> 8.5.3. Proposals may be withdrawn by the Member Society which called the
> EV by notifying the Returning Officer during the discussion period.
> 8.6. Once the discussion period is over the Return Officer shall then
> send an e-mail to the list indicating the opening of voting and
> confirming the proposal(s), listing the Voting Members and the duration
> of the vote, which shall be not less than one week.
> 8.6.1. Each Voting Member may vote by sending an e-mail with their vote
> to the Returning Officer.
> 8.6.2. The Returning Officer may not vote.
> 8.6.3. Votes, once cast, cannot be changed.
> 8.7. Once voting is closed, the Returning Officer shall send an e-mail
> to the list indicating the result of the vote, and listing the people
> who voted, the way they voted and their affiliation. The e-mail shall
> also indicate the duration of a period to allow the validity of the
> votes cast to be disputed, which shall be not less than one week.
> 8.7.1. The vote shall be void unless those from whom valid votes are
> received form a quorum as defined in section 4.2.
> 8.7.2. In the event of a tie, the vote shall be declared not carried.
> 8.7.3. If the Returning Officer believes that the outcome of the vote
> has been jeopardised by procedures not being properly followed, he/she
> shall declare the vote void. The Returning Officer's decision in this is
> final.
> 8.8. Once the dispute period is over, the Returning Officer shall send a
> final e-mail to the list announcing the validity of the vote and/or the
> result.
> 8.9. The Returning Officer shall keep all relevant correspondence,
> including votes cast, until the end of the dispute period.
> 8.10. The Archivist shall record the proposal(s), summary of votes and
> result.
>
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