Election Procedures

Scope
This procedure specifies the requirements for conducting the annual election for Tehran Software & Systems Process Improvement Network (SPIN) Board Member roles. It is considered a supplement to the Tehran SPIN Charter (which details the roles and term assignments). It does not override or supersede any item(s) specified in the charter.

Term
The term for all Board Member roles is March 1st of the year in which the vote is held through March 31st of that year.

Nominations
Any member of the Board may nominate any Board Member, including him/herself. Nominations must be completed no later than four weeks prior to the February Board Member meeting. Multiple candidates may be nominated to jointly fill a role. Candidates must accept or refuse a nomination no later than three weeks prior to the February Board Member meeting. Acceptance/refusal notifications are made to the Board President.

Position Statements
Candidates for the Board President role should write a position statement and submit it to the Board no later than two weeks prior to the February Board Member meeting. The Board Member President distributes the position statements to the Board Members no later than one week prior to the February Board Member meeting.

Voting
The vote is held at the February Board Member meeting and is conducted by secret ballot supplied by a Board Member representative. Absentee ballots of qualified voters are accepted by a Board Member Representative until the close-of-business the day before the February meeting. An absentee ballot becomes invalid if the voter is present to vote in person at the February Board Member meeting.

Qualifications of Voter
Board Member membership is reviewed by the Board at the February meeting. Voting is limited to members with regular attendance as determined by attendance of at least three (3) of the six (6) meetings immediately preceding the vote.

Ballot Count
Ballots are counted by a Board Member Representative and a volunteer who is not a candidate for a role. Both count the ballots separately and concur on the count. A simple majority decides the winner. A coin toss breaks a tie.

Change of Voting Date
If the vote is not held in February , it is instead conducted at the March Board Member meeting or as soon as possible thereafter.

Incomplete Terms
In the event that the Board Member President is unable to complete his/her term, the Vice President acts as Board Member President for the duration of the current term. If the holder of another role is unable to complete the term, the Board Member President requests a volunteer for that role. If more than one person volunteers for the role, a vote is held at the next Board Member meeting. Persons fulfilling incomplete terms carry out the duties of that role for the duration of the current term.