Election Procedures

  1. Nominating Committee

    1. The nominating committee should generally be independent of the current officers, as far as is practical. Emphatically, the committee should work hard to not nominate themselves for office.
    2. In lieu of a signed petition for a self-nomination, the Nominating Committee Chair can accept emails from DC ACM members supporting the self-nominated candidate.
    3. Disputes and interpretations of the election procedures will be resolved by the joint decision of the Nominations Chair and the DC ACM chair, who in turn will recommend to the Executive Council appropriate changes to these procedures.
  2. Biographies

    1. Each candidate will submit a short biography (circa 250 words and a small digital photo) for publication on the DC ACM web site. The bio will include the candidate’s professional and educational background, service to the ACM, other related activities in the field, and a position statement.
  3. Definition of Eligible Voter

    1. A registered member of the DCACM who is in good standing as of May 31 of the election year.
    2. If DCACM institutes chapter dues, the registered member must be in good standing to be eligible to vote.
  4. Voting Methods

    1. The candidates’ names, biographies, and the voting procedures will be clearly disseminated to all chapter members through the DC ACM website. Direct links to the detailed information on the website will be provided via the members-only email list.
    2. DC ACM members can choose from the following options:
      1. In person at the election meeting.
      2. Absentee Ballot – by June 15
      3. Online through a secure web form
  5. Ballots

    1. Candidates shall be listed on the ballot in alphabetical order by last name.
    2. Absentee ballots will be collected through a secure web form using the member’s site account issued by the web team. If a member votes online and also attends the elections meeting, the in-person vote takes precedence.
    3. Receipt of absentee ballots will be confirmed by the teller.
    4. Write-in votes are permitted, and may require manual processing of the ballot.
  6. Instant Runoff Voting

    1. Each ballot allows the voter to rank their preferences for all candidates for each office. A valid ballot ranks NO MORE THAN ONE candidate for each rank, and NO MORE THAN ONE rank for each candidate in a given contested office. Undervotes (not ranking all the candidates) are permitted; a ballot that has exhausted all its voted candidates for an office is treated as a blank ballot.
    2. A candidate wins an election by collecting a simple majority of votes cast. If no candidate claims a majority, then the candidate with the fewest votes is eliminated; all rankings for that candidate are struck, and the ballots are recounted for their new highest ranking preference. This continues until one candidate claims a majority or until all remaining candidates have the same vote total.
    3. Tie resolution for most votes.
      1. For resolving ties between two candidates by a coin toss, the candidate with the later position on the ballot will call the toss before the coin is thrown. The coin will be allowed to come to rest on the ground; if the result is not clearly identifiable, the coin will be immediately retossed. Whichever candidate wins this toss wins the election. The coin toss shall be held in the presence of each candidate (or their designated representative).
      2. For resolving ties between three or more candidates, each candidate receives a coin toss; if they win their toss they remain in contention; if they lose their toss they are eliminated. After all candidates have had one toss, ballots will be retallied according to the candidates still in contention. If all candidates MAKE or all candidates LOSE their toss, repeat this step.
    4. Tie resolution for fewest votes
      1. If multiple candidates have the same FEWEST vote total, elimination will be conducted by look-back resolution: Whichever of these candidates received the fewest votes in the previous round of tallying is eliminated; work backwards as many rounds as necessary.
      2. If this happens in the first round, or if candidates have identical vote histories, then eliminate one at random as per the resolution procedure for ties for the most votes.
  7. Teller Duties

    1. The nominating committee chair will appoint a teller in charge of counting the ballots and conducting the instant runoffs. The teller must not be a candidate for office.
    2. The teller will attend the election meeting to report the results of the absentee ballots after voting in person is conducted.
    3. The teller will count the in-person votes at the election meeting and ensure that there are no double votes with absentee ballots.
    4. The teller will maintain the anonymity of all votes.
    5. Ballot Retention
      1. The teller will retain ballots for 60 days after the later of the close of the election or the resolution of any dispute concerning the election.
      2. A formal request for election results can be made to a DC ACM Elected Officer within 60 days of an election. Upon receipt of such request, the Officer shall present the request to the other Officers. The Elected Officers will, in turn, weigh the relevant facts and decide on the course of action to be taken.

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