CHAPTER AND GROUP ELECTION PROCEDURES ABOUT THE RULES These standing rules for elections shall govern both Chapter and Group elections, except for Groups that adopt their own standing rules. These rules may not be changed after the report of the Nominating Committee for that election, except that rules may be made or changed for purely procedural matters, including the form of candidate statements (including length) and of ballots, method of mailing and election dates. Rules for nomination, running by petition, and voting shall be published to all members of the Chapter or Group at appropriate intervals (at least in the call for nominations, and when ballots are sent out). CLOSING DATE The annual election for the Executive Committee shall have a closing date of November 1. CALL FOR NOMINATIONS Notice of the annual election for the Executive Committee shall be published in the Chapter newsletter preceding the issue in which the ballots are mailed. CANDIDATE STATEMENTS Each nominee for the annual election of the Executive Committee shall be allowed a written statement of not more than 150 words to be included in the newsletter with the ballot. These statements shall be provided to the Nominating Committee at least four weeks before the mailing of the ballots and shall not be edited by the Nominating Committee or the newsletter staff. If a statement exceeds the allowed length, the candidate shall be asked to shorten it to the required length. If this is not done, the statement shall be cut from the end. FORM OF BALLOTS Separate ballots shall be supplied to each member, including either two ballots or a double ballot for each joint membership. Groups may mail a double ballot to all members, with the ballots sent to joint memberships marked to allow two votes to be cast. The validity of ballots shall be insured, as by using a distinctive color and weight of paper or marking. COUNTING OF BALLOTS Counting of ballots shall be subject to monitoring, being done either in an announced, open meeting or by allowing the candidates or observers appointed by each of the candidates and the Executive Committee to be present at the voting. The results of the election, including number of votes received by each candidate, shall be announced. PROMOTION OF CANDIDATES BY NEWSLETTERS, EXECUTIVE COMMITTEES, AND LEADERS No Club funds may be expended to promote the candidacy of any candidate for Chapter or Group Executive Committee or for Council delegate, except for a publication or event in which all candidates are given an equal opportunity to participate. Club publications, including Chapter and Group newsletters, shall be available for candidate statements and promotion on a fair basis. No article by or about an individual candidate not identified as campaign material shall be published in a newsletter after publication of nominees, unless it relates to the normal performance of the duties of the nominee as a Club officer, chair or member. No Club publication, including Chapter and Group newsletters, may carry advertising for or against a candidate. Newsletters may promote the election in general and urge voting but shall not promote any candidate, as by noting the candidacy of a Group member. Neither the Chapter or Group Executive Committee nor the Chapter or Group newsletter may endorse a candidate, nor may a Club officer or committee chair in an official capacity, but only as an individual. CAMPAIGNING BY CANDIDATES Promotional materials beyond the ballot statement published at Club expense may be prepared and distributed on behalf of a candidate at his or her expense. Any written campaign material shall be identified by source and circulated to the Elections Committee Chair and to all other candidates in enough time to prepare a candidate response. Mailing labels shall be provided on request at the same cost as to outside groups. Extraordinary expenditure of money or effort on a campaign is discouraged. The Chapter Executive Committee or a Group Executive Committee may impose limits on campaign expenditures and on use of Club mailing lists, provided such limits are adopted before the report of the Nominating Committee. OTHER STATEMENTS BY CANDIDATES No nominee may comment on or sign arguments for or against ballot questions, such as bylaw changes, other than in his or her own ballot statement or campaign material. ELECTIONS TIMELINE Some of the dates below are set relative to the PEAK AND PRAIRIE deadline or mailing schedule. Each year, the exact dates must be determined by the Chairs of the Nominating and Elections Committees based on the PEAK AND PRAIRIE schedule. By July 1 Appointment of Nominating Committee. By PEAK AND PRAIRIE article deadline in June Solicitation of candidates begins with submission of article to PEAK AND PRAIRIE. By PEAK AND PRAIRIE mailing date in July "Call for Nominations" mailed in August issue of PEAK AND PRAIRIE. By August 1 Appointment of Elections Committee. Ballot construction, printing, and mailing plans begin. By five weeks prior to ballot mailing Nominating Committee notifies nominated candidates to submit statements and notifies any rejected candidates that they may run by petition. By four weeks prior to ballot mailing All candidate statements received by Nominating Committee. Candidate statements and election notice submitted to PEAK AND PRAIRIE. Nominating Committee reports nominees to Administrative Committee and gives roster to Elections Committee. By three weeks prior to ballot mailing Receipt of all petition candidates by Elections Committee. All statements MUST be received by PEAK AND PRAIRIE. By one week prior to ballot mailing Completion and printing of ballots. By PEAK AND PRAIRIE mailing date in September Mailing of the ballots in the October issue of PEAK AND PRAIRIE. By November 1 Closing date for receipt of ballots. By Week of November 1 Counting of the ballots. Notification to candidates and the Chair. By January 1 New Executive Committee members take office. By January Executive Committee meeting Report to Executive Committee by Elections Committee. Destruction of ballots ordered by Executive Committee.