SWAN LIBRARY ELECTION PROTOCOL

* The By-Laws call for the Annual Meeting and Elections to be the first Monday in May.

* The Nominations and Elections Committee, in conjunction with the Library Director and other staff, as may most effectively complete the work, shall prepare press releases and a block advertisement indicating the number of Board vacancies which will be voted upon at the subsequent Annual meeting.

* On or before 5PM, four weeks prior to the date of the Annual Meeting, any qualified (according to the applicable by-laws) individual wishing to run for a vacancy on the Swan Library Board shall submit a nominating petition at the Circulation Desk. Eligible petitions must bear the signatures and printed names and addresses of not less than 25 similarly qualified adults residing in the service area supporting that candidacy. The library employee receiving the petition will initial the original petition(s) with the date and time submitted, make a copy for the person making the submission, and forward the originals to the Administrative Assistant.

* The Nominations and Elections Committee shall meet as soon as is practicable to certify that each candidate has submitted not less than 25 qualified names. In the event the Committee determines that one or more signatures on any nomination does not meet requirements, they shall strike the name or names and make a written report to the Board and the candidate(s) affected, along with the reason for disqualification(s). The decision(s) of the Committee may be appealed to the Board as a whole. The Board may choose to uphold or strike down the decision(s) of the Committee, based solely on the by-law qualifications of age and address within the service area. In any event, the determination of the Board is final. At the Board meeting scheduled most closely prior to the Annual Meeting, lots shall be drawn for ballot position.

* Immediately following the Board meeting the Nominations and Elections shall release the names of the individuals whose petitions were complete and ask each candidate to prepare a summary of qualifications in a form and format determined by the Committee and return it to the Committee not later than three weeks prior to the Annual Meeting.

* Two weeks prior to the Annual meeting, the Committee shall release that collection of candidate resumes and prepare a written ballot form indicating all nominated candidates, listed in the order determined by the lots drawn at the previous Board meeting.

* On the day of the Annual Meeting, the Meeting will be called to order at 12N in the designated meeting room; a quorum of the Board is not necessary. An immediate recess will be called for the purpose of voting. Qualified members of the service area will register with an election inspector, who can be staff, Board members not standing for election, or any other individuals selected by the Committee. Voting will take place in a designated area of the Library.

* Absentee voting will only be allowed for those participants of the Home Delivery program on the same day as the Annual Meeting. These participants will be allowed to cast their votes with ballots carried to them by a designated staff person. It will be a confidential ballot accompanied by a registration form entry, both identical to the forms being used at the library voting desk that day. The sealed ballots brought back will be placed in the locked box after being checked off the registration form, and then will be counted at 7P with all the other votes cast.

* A list of voters will be kept and verifiable proof of voting eligibility will be required.

* Written ballots shall be placed in a locked box, which shall not be opened except by the Committee or their designees at the close of voting. One individual, designated beforehand by the Committee shall maintain sole possession of the key  to the ballot box throughout the day.

* Starting at 6:30PM , the Chair of the Annual meeting will announce the time remaining in which to cast a ballot. Voting will continue until 7PM. Any individual in the designated voting area at 7PM may cast a ballot.

* The Annual meeting will re-convene out of recess at 7PM and will follow the normal order of business.

* The Committee and up to three designees, all having no compelling interest in the current year’s elections, will then retire to tally the votes.

* There will be a single ballot. Full term vacancies shall be awarded to the top vote getters, regardless how many candidates receive a majority of votes cast. Any partial terms shall be filled, longest remaining term through shortest, by candidates who shall have received the most votes after candidates elected to full terms are successfully removed from the tally. In case of a tie, lots will be drawn to decide.

* The report of the Election outcome by the Nominations and Elections Committee shall be a special order of business, to be taken up on the Agenda of the Annual Meeting as soon as it is prepared to be delivered.

* There will be a brief time for comment, and then a motion to accept the statement of canvass as presented by the Committee.

* The re-organizational meeting of the Board, where officers will be nominated and selected by those trustees present, will take place immediately upon the adjournment of the Annual meeting.

Final Revision With Board Approval 04/08/09