Election of new Officers, August 2013
During the Standing Committee (SC) meetings on Saturday 17 August 2013 in Singapore, all SCs must elect new Officers (Chairs and Secretaries) for the term 2013-2015.
The following notes are intended to assist the current Officers in following the correct procedure.
Standing Committee members should be informed about the roles and responsibilities of Officers and Information Coordinators before nominations take place, so that they understand what is involved in each role.
Meetings during Congress 2013
Outgoing members of the SC (those whose term ends at the end of the Congress in 2013) are not eligible to nominate for, be nominated for, or vote in, the elections for Officers for the term 2013 - 2015.
Please ensure that the incoming SC members (who take up their post at the end of the Congress) are invited to the first SC meeting in order to take part in the nomination and election procedures. You may also find it useful to invite them to the second SC meeting, which they attend as observers.
The current (2011 – 2013) Officers are invited to attend the Division Leadership Brief on Saturday 17 August 20131, 8:00 - 9:00. This meeting will be when information for your SC meetings is disseminated, and when some discussion is planned on professional programme topics.
The newly elected Officers 2013-2015 must attend the Leadership Forum for their Division on Sunday 18 August 2013, 8:30-10:00. Outgoing Officers who are not re-elected are also invited to attend their Division’s Leadership Forum. During the Leadership Forum there will be an opportunity to meet the incoming Division Chairs and to discuss points of relevance to the Division.
Procedure for Election of Officers for 2013 - 2015
- SC members elected for the terms 2011-2015 and 2013-2017 are eligible to be elected as Chair or Secretary for the period 2013-2015. The Chair and Secretary are the “Officers” and are the official channels of communication between the Section and the Professional Committee and HQ on matters relating to funding, projects, etc.
- Those who have served as Chair for two years are eligible for re-election as Chair for one further term of two years.
- Those who have served as Secretary for two years are eligible for re-election as Secretary for one further term of two years.
- Only members of the SC may nominate candidates for these posts. Each member of the SC (2011-2015 or 2013-2017) is entitled to nominate one candidate for each office from among the SC members listed under 1.
- Each member of the SC (2011-2015 and 2013-2017) is entitled to vote. If there is only one nominee then that person will be declared elected. If there is more than one nominee then a secret ballot must be held. If two or more candidates receive the same number of votes, then the secret ballot will be repeated to decide between these two candidates.
- Please send IFLA Headquarters the names and contact details of the Chair and Secretary, as soon as possible after 17 August. You can use the form IFLA HQ has available in the Secretariat in Singapore and which will be distributed to the current Officers before Singapore.
- The new Chair and Secretary must attend one of the two Training Sessions for Officers which are listed in the WLIC programme. If this is not possible, the outgoing Chair and Secretary should attend in order to pass on relevant information to their successor.
Appointment to Other Roles on the SC
Information Coordinator
The SC must appoint from among its members an Information Coordinator (IC), whose role will include the editing of the Section’s pages on the IFLA website (details of full role). IFLA Web Editor, Louis Takács, is co-ordinating their activities.
Please send IFLA Headquarters the name and contact details of the IC as soon as possible after 17 August. You can use the form IFLA HQ has available in the Secretariat in Singapore and which will be distributed to the current Officers before Singapore.
All ICs are invited to attend one of the meetings for Information Coordinators and Web Editors, which are listed in the WLIC programme. Newly appointed ICs are strongly encouraged to attend the first of these meetings which will provide the basics to IFLA.org’s Drupal based CMS.
The Information Coordinator is also invited to attend one of the two Training Sessions for Officers, also detailed in the WLIC programme.
Other roles and duties
A number of other roles for SC members are suggested: Roles and Responsibilities of all Standing Committee Members. SC members serving in these other roles do not need to be reported to IFLA Headquarters but you may wish to indicate them on the Section’s web pages.
Duties of the outgoing Officers
Outgoing Officers should complete and forward to the new Officers immediately after the congress the following documents:-
- Annual report (year to date so far);
- Financial planning and status concerning Admin Funds for current year;
- Project reports;
- Minutes of SC meetings during the Congress;
The outgoing Officers should continue to work with the new Officers in order to acquaint them with the procedures and ongoing work of the SC.
The relevant Rules of Procedure are included below.
Please see the current Rules of Procedure for the authoritative version of these rules.
Representation
R18.27 Successful [SC] candidates take office at the close of the Congress which immediately follows the elections. However, only those members who will be serving on the Standing Committee for the two-year term commencing at the end of the Congress are eligible to nominate, be nominated for, and vote for, the Section Officers to be elected at that Congress in accordance with Rule 18.32.
Section Officers
R18.32 Each Standing Committee shall elect during the annual conference, from amongst its members, a Chair and a Secretary, who shall be known as the Section Officers. Members resident outside a regional Section are not eligible for election as an officer of that Section. They shall represent the Section Standing Committee on the Leadership Forum of the Division to which the Section belongs.
R18.32.1 Each Standing Committee Member may nominate another Member to exercise proxy votes on the Member's behalf in the election for Section Officers. Such Members must notify the (current) Chair of the appointment of a proxy holder in advance in writing or by electronic communication.
R18.33 The term of office for Section Officers is two years. Section Officers may be re-elected to the same office for one further consecutive term of two years, provided they will still be members of the Standing Committee for that period.
R18.34 Only members of the Standing Committee may nominate candidates for these posts. Each member of the Standing Committee is entitled to nominate a candidate for each office.
R18.35 If there is only one nominee for an office, that person will be declared elected. If there is more than one nominee a secret ballot will be held. The candidate with the highest number of votes shall be elected. If two or more candidates receive an equal highest number of votes, the secret ballot will be repeated to decide between these members
Handing over responsibilities
R18.36 When the post of Chair or Secretary is being assumed by a newly-elected person, the outgoing officer shall make every possible effort to ensure the smooth continuity of the work of the Section.
Última actualización: 5 Junio 2013