Irish Wolfhound Club of America, Inc.

Election Procedures

Download printable copies of the Election Procedures, Supervisor's Duties and Tellers' Duties.

Election Procedures

  1. As soon as the Annual General Meeting is called to order, the President shall announce that the first order of business will be the selection of Board Tellers and Judge Tellers to examine the ballots for the Board of directors and for the Specialty Judges.

  2. The President shall ask for the nomination of three Active Members in good standing to act as Board Tellers (aka Inspectors of Election). Article V, Section 3: Ballots shall be counted at the meeting by three inspectors of election, to be chosen by the members present at the meeting.

  3. The Active members present shall then select the three Judge Tellers by vote.

  4. The President shall name a Supervisor(s) to instruct the Tellers in the procedures herein prescribed and to assure proper observance of the procedures and, if warranted, another Supervisor to perform similar functions in the tallying of ballots for Specialty Judges.

  5. The Secretary shall turn over to the Supervisors the sealed envelopes containing ballots and marked “Ballot” which have been received by mail.

  6. The Treasurer shall turn over to the Supervisors an Alphabetical listing of Active Members marked so as to identify those in good standing.

  7. The Supervisors shall proceed with the required Tellers to a location outside the group of members in session but near enough to overhear discussions. Thus they will be able to follow discussions at the meeting, participate if desired, and yet perform their assigned functions as tellers. This procedure also gives the persons attending the meeting the opportunity of observing the actions of the Supervisors and Tellers, although at a distance. The ballots for the Board of Directors will be in one container and those for the Specialty Judges in another.

  8. When all business, except for the tallying of ballots, has been concluded, the President shall announce the location and time when the meeting shall be resumed. The meeting shall then, upon motion duly made, seconded and approved, recess until the designated time.

  9. The Supervisors will prepare for the President’s signature a written announcement of the results of the elections. This will list the names of the persons elected to office, the order of Vice-Presidents and the names of the first two preferred Judges.

  10. At the Judges’ dinner, the President will call the recessed meeting to order, declare the results of the elections and, upon motion duly made, seconded and approved, adjourn the meeting.

  11. At this time, the Board of Directors will consist of the newly elected members.

Revised and reapproved: 04/28/2013

Election Supervisor’s Duties

Tellers are chosen at the beginning of the General Meeting. Prior to the general meeting an election supervisor (s) is named by the President. If circumstances warrant, two supervisors may be appointed (one for Board elections and one for Specialty Judge and poll/issues votes). The Secretary then turns over to the supervisor(s) the sealed container with all ballots which have been received from the Active Members. The Treasurer also delivers an alphabetical listing of Active Members marked so as to identify those in good standing.

The supervisor(s) instructs the tellers as to their duties and stands by to answer questions and resolve problems. After the tellers remove the inner envelopes from the outer envelopes, the supervisor(s) thoroughly shuffles the inner envelopes so that none can be identified with any of the envelopes bearing a member’s name. After the supervisor(s) has shuffled the ballots, they are placed in containers: one for Board ballots, one for Specialty Judges ballots and, if pertinent, one for poll or issues ballots. The supervisor(s) is responsible for the container or containers pertaining to their functions, and will take such measures as are necessary to ensure that they remain in public view until they and the tellers assemble for the tallying.

If the tellers discover any questionable ballot in which the voter’s intent cannot be clearly interpreted or appears to be invalid, they will present the ballot in question to the supervisor for his decision. If a ballot is declared invalid by the supervisor, he will write in ink on the ballot the word “Invalid.” Invalid ballots will be kept apart from the valid ballots but will be counted in the overall total number of ballots cast.

The object is to count as many ballots possible as valid, to insure that the voice of the membership is heard. The “approval method” is described as a voting procedure in which voters can vote for as many or as few candidates as they wish for the positions. The candidate with the most votes wins. Approval voting is simple to understand and use, and results in far fewer invalid ballots.

Valid Ballots

  1. The voter marked all of the candidates, even if the number of candidates exceeds the number of positions available. This is permissible.

  2. The voter marked none of the candidates. This is permissible.

  3. The voter corrects a mismarking. If the voter’s intention is clear, the ballot is valid.

Invalid Ballots

  1. A ballot submitted by a member whose dues are not paid for the current year is invalid.

  2. Write-in candidates are invalid. (IWCA Bylaws, Article V, Section 4: No person may be a candidate who has not been nominated in accordance with these Bylaws.)

  3. A ballot in which the voter’s intention cannot be clearly determined is invalid.

Once the counting is completed, the tellers will report their findings to the supervisor by completing a tally sheet and signing it (must be signed by three tellers). The supervisor(s) will then write and sign a memorandum certifying the eligibility of the voters and disclosing the results of the election. The memorandum will be delivered to the President as soon as practicable. After the president has announced the results to the membership, a copy of the memorandum is given to the secretary for inclusion in the official minutes of the General Membership meeting. The supervisor will retain control of the alphabetical membership list, ballots, and one copy of the tally sheets and official memorandum for a period of one year. At any time after the elections and for a period of one year after the election, any Active member shall have the right to examine the documents retained by the supervisor. Such examination shall be in the presence of either the supervisor or of someone designated by him.

Revised and reapproved: 04/28/2013

Election Tellers’ Duties

At the beginning of the Annual General Meeting, the President shall ask for the nomination of three Active Members in good standing to act as Board Tellers (aka Inspectors of Election), and three Specialty Judge Tellers (if applicable), and three poll/issue Tellers (if applicable). Both sides should be represented among the Board Tellers and Poll Tellers if conflicting interests exist, such as there being Board candidates additional to those selected by the nominating committee or there being differing views on poll questions.

The Active members present shall then select the Tellers by vote. (Article V, Section 3: Ballots shall be counted at the meeting by three inspectors of election, to be chosen by the members present at the meeting.)

During the General Meeting, these actions will take place:

  1. The Tellers will validate the outer envelopes as having been received from an eligible voting member by comparing the name and address on the outer envelope against the list of eligible voting members provided by the treasurer. Names will be checked off and no duplicates will be allowed. No envelopes will be opened at this time. Count the total number of valid ballots received and record this number on the worksheet. Give all invalid ballots to the supervisor for removal from the counting process.

  2. All outer envelopes will be opened and the inner envelopes will be removed from outer envelopes and placed “UNOPENED” in the appropriate container provided. All Tellers will participate in this process. Inner envelopes need not be sealed to be valid. Ballots not in inner envelopes are also valid. Outer envelopes containing more than one set of ballots are invalid and will be given to the supervisor for removal from the counting process.

  3. Discard all outer envelopes in designated container.

  4. The Supervisor thoroughly shuffles the remaining inner envelopes so that none can be identified with any of the outer envelopes bearing voters names. The Tellers sort the envelopes into two piles; one consisting of envelopes marked “Election Ballot,” and one marked “Judge Selection Ballot”. Tellers then open the envelopes containing the ballots, which they have been assigned to check, without observing how the ballots are marked. If an envelope contains more than one set of ballots, they will be given to the supervisor for removal from the counting process. Invalid ballots will be clearly marked in ink by the supervisor and removed from the counting process.

  5. Record the votes on the tally sheet as follows:  All candidates for an office are listed on the ballots alphabetically. Give each candidate for which there is some mark on the ballot in the space by his or her name, a vote on the tally sheet. Begin with the number 1 and make a strike numerically for each vote cast, skipping no numbers. Two Tellers sit side by side at a table with the third Teller standing behind them. Teller One reads aloud from each ballot, the name of the chosen candidate or candidates. Teller Two records the name and Teller Three verifies the reading and recording of the vote. One group of Tellers count the ballots for the Specialty Judges and the other group of Tellers count the ballots for the Board of Directors. Upon completion, each group of Tellers switch and count the other group’s ballots.

  6. The Tellers certify in writing the results of the election and give the certification to the Supervisor. Supervisor submits Teller’s reports and the Supervisor’s report to the President and provides a copy to the Secretary.

Rules for Breaking Ties

If a tie exists between two or more candidates in which one will be elected and the other won’t, or for Senior Vice President or judge (top two candidates with the most votes), then the winner will be determined by a coin toss. The President (or his representative) will conduct the coin toss in front of witnesses.

Revised and reapproved: 04/28/2013

This page was last updated 04/06/2014.