Voting procedures / guidance for Sheep's Head Producers' Market
1) Administration:
a) Prior to the AGM or EGM a member of the Steering Group who is not standing for election will act as Returning Officer for the election (*3).
b) If required, two or three more members will need to act as tellers at the election. Tellers cannot be standing for election.
c) At the close of nominations, the Returning Officer shall collect the nominations made.
d) The Returning Officer will check the eligibility of the nominees to stand for election, in accordance with membership qualification periods.
e) If the number of eligible nominees exceeds the number of posts to be elected, the Returning Officer will produce ballot papers for secret ballots at the AGM or EGM. There will be sufficient copies of the ballot paper for each eligible voting member resident on the Sheep's Head peninsula. A suitable procedure will be developed to produce additional ballot papers, if required.
f) A register of eligible members will be produced by the Membership Secretary. The Returning Officer will issue ballot papers as members arrive for the AGM. Members will print and sign against their producer / stall holder / non-producer membership number and then receive their ballot papers. Any members arriving late to the meeting will have the ballot papers for any election that has already taken place removed, prior to being given their pack.
g) The voting pack will contain a printed card to be used should the need for a card vote arise.
h) Tellers will count the votes cast for each individual candidate and card votes if required.
i) Returning Officer will check that votes cast tally with number of members voting, supervise the count and, if required, any recount of votes. The decision of the Returning Officer will be final in the case of spoilt ballot papers.
j) The Returning Officer will announce the results of the election.
2) Nominations:
a) Any member, subject to meeting the conditions (*4) required, can be nominated for the Steering Group.
b) Members may self nominate or be nominated by other members. Nominated members must agree to be nominated.
c) Nominations will be sought at the same time that the notification of the AGM is posted.
d) Candidates must follow instructions issued at the time with regards to making their nomination known.
e) Nominations close seven days prior to the AGM or EGM.
3) Voting:
a) All voting will take place at the AGM or EGM in person. There is one vote per membership.
b) Where more than one person is a member on the same membership number only one person is allowed to vote. Where one person qualifies for more than one type of membership they have one vote only, i.e. one person, one vote.
c) Members will clearly mark, with a cross, their preferred candidate(s) on the voting paper provided at the meeting. The number of votes will be clearly stated on the ballot paper. The number of crosses must not exceed the number of vacant posts or the ballot paper will be declared invalid.
d) Members will place their completed ballot paper in the box provided.
e) Posts will be filled using the highest number of votes cast per candidate, (first past the post), until all available posts have been filled.
4) Counting the votes:
a) The Returning Officer will count the number of ballot papers in the box and check that this number tallies with the number of ballot papers issued.
b) Tellers will then count the votes cast for each candidate, according to the procedures agreed prior to the AGM.
c) In the event of a tie for last place, there shall be a recount of these candidates’ votes. If the votes are still tied then the successful candidate will be chosen by:
i) allocation regarding to membership representation (see 5) d) below) if allocation is not required then either:
ii) flip of coin / draw lots, if all of the candidates affected agree or
iii) show of hands by eligible members or
iv) eligible members write the name of their preferred candidate on a piece of paper and these votes are counted.
d) Candidates receiving the highest number of votes will be elected for a term of three years. The number of successful candidates will vary depending on the number of places up for election each year (*5).
e) A candidate may request a recount or partial recount of votes cast. Such a recount can only take place at the AGM. The recount is to be observed by candidates involved in the recount or partial recount.
f) At the end of counting the ballot papers will be placed in an envelope and be sealed. At the next meeting of the Steering Group the Returning Officer will give the sealed envelope containing the ballot papers to the Chair of the Steering Group. The Chair will keep the envelope in a safe place for a period of six calendar months, after which the ballot papers will be burnt to destroy them.
5) Allocation of places, successful candidates:
a) The number of candidates exceeds the number of places available, then an election by secret ballot will take place
b) The number of candidates is equal to the number of places available – candidates are elected unopposed.
c) The number of candidates is less than the number of places available – candidates are elected unopposed and the Steering Group will co-opt for the remaining places, according to constitution Section 11 point f).
d) In order to maintain a balance of representation every Steering Group shall have places allocated to particular membership groups:
Non-producers, including Founder members not less than 2, maximum 4
e) The Returning Officer will announce the results of the election, when known.
6) Card votes:
a) A card vote can be called for by any member, when a vote has been called.
b) The card issued at the start of the meeting will be placed in the box corresponding to the vote the member wishes to place i.e. for, against or abstain. The tellers will then count the votes cast.
c) The Returning Officer will announce the number of votes cast for, against and abstained, and the outcome of the vote.
d) The vote card will be returned to the member who signed for it at the start of the meeting, if another card vote is called for during the meeting.
------------------------------------------------------------------------------------------
(*3) Except in 2013 when a Returning Officer will be nominated by the Steering Group, from volunteers.
(*4) Conditions – Voting membership = Producer, Market Stallholder, Non-producer (includes Founder members) Inaugural elections (April 2013) eligible members are Producers & Stallholders who have made sales at the Sunday Market or through the shop on or before 31st December 2012 and Founder members.
Elections in February 2014 – eligible members are Producer and Market Stallholders who have been members for at least one calendar year since their first sale at the date of the AGM, Non-producer members (excluding Founder members) who have been members prior to 1st January 2014 and who have fully paid up membership, and Founder members.
Elections in February 2015 and all subsequent years – eligible members are Producer and Market Stallholders who have been members for at least one calendar year since their first sale, Non-producer members (excluding Founder members) who have been members for at least six months at the date of the AGM and who have fully paid up membership fees and Founder members.
(*5) In 2013 eleven places on the Steering Group will be up for election. At the first Steering Group meeting after the election, the elected members will draw lots to decide who will serve for one year, (four places), two years, (three places), and three years, (four places). Members will be notified of the result. If insufficient places are filled by nomination then co-opted places will be up for election in 2014 and nominated places up for election in 2015 and 2016.
In 2014 four places will be up for election (or more if the number of co-optees exceeds four) and the candidates elected then will serve on the Steering Group for three years. In 2015 three places will be up for election (or more if the number of co-optees exceeds three) and the candidates elected then will serve on the Steering Group for three years. In 2016 the final group of four places originally elected in 2013 will be up for election (unless the number of co-optees exceeds four) and the candidates elected will serve on the Steering Group for three years. Co-optees can only serve for one year.
However, they can be nominated and stand for election to a longer term post.
The three year term with approximately one-third of the Steering Group retiring every year will continue until it is changed according to the rules for changing the constitution.
(*6) Producer members may also qualify as Stallholder members if they have paid full price (i.e. the price paid for a stall by Stallholder members, not the reduced rate Producer members may be entitled to) for a stall at, at least one, Sunday Market. Stallholder Steering Group representation is for those members whose main focus is on the continuing success of the Sunday Market.
1) Administration:
a) Prior to the AGM or EGM a member of the Steering Group who is not standing for election will act as Returning Officer for the election (*3).
b) If required, two or three more members will need to act as tellers at the election. Tellers cannot be standing for election.
c) At the close of nominations, the Returning Officer shall collect the nominations made.
d) The Returning Officer will check the eligibility of the nominees to stand for election, in accordance with membership qualification periods.
e) If the number of eligible nominees exceeds the number of posts to be elected, the Returning Officer will produce ballot papers for secret ballots at the AGM or EGM. There will be sufficient copies of the ballot paper for each eligible voting member resident on the Sheep's Head peninsula. A suitable procedure will be developed to produce additional ballot papers, if required.
f) A register of eligible members will be produced by the Membership Secretary. The Returning Officer will issue ballot papers as members arrive for the AGM. Members will print and sign against their producer / stall holder / non-producer membership number and then receive their ballot papers. Any members arriving late to the meeting will have the ballot papers for any election that has already taken place removed, prior to being given their pack.
g) The voting pack will contain a printed card to be used should the need for a card vote arise.
h) Tellers will count the votes cast for each individual candidate and card votes if required.
i) Returning Officer will check that votes cast tally with number of members voting, supervise the count and, if required, any recount of votes. The decision of the Returning Officer will be final in the case of spoilt ballot papers.
j) The Returning Officer will announce the results of the election.
2) Nominations:
a) Any member, subject to meeting the conditions (*4) required, can be nominated for the Steering Group.
b) Members may self nominate or be nominated by other members. Nominated members must agree to be nominated.
c) Nominations will be sought at the same time that the notification of the AGM is posted.
d) Candidates must follow instructions issued at the time with regards to making their nomination known.
e) Nominations close seven days prior to the AGM or EGM.
3) Voting:
a) All voting will take place at the AGM or EGM in person. There is one vote per membership.
b) Where more than one person is a member on the same membership number only one person is allowed to vote. Where one person qualifies for more than one type of membership they have one vote only, i.e. one person, one vote.
c) Members will clearly mark, with a cross, their preferred candidate(s) on the voting paper provided at the meeting. The number of votes will be clearly stated on the ballot paper. The number of crosses must not exceed the number of vacant posts or the ballot paper will be declared invalid.
d) Members will place their completed ballot paper in the box provided.
e) Posts will be filled using the highest number of votes cast per candidate, (first past the post), until all available posts have been filled.
4) Counting the votes:
a) The Returning Officer will count the number of ballot papers in the box and check that this number tallies with the number of ballot papers issued.
b) Tellers will then count the votes cast for each candidate, according to the procedures agreed prior to the AGM.
c) In the event of a tie for last place, there shall be a recount of these candidates’ votes. If the votes are still tied then the successful candidate will be chosen by:
i) allocation regarding to membership representation (see 5) d) below) if allocation is not required then either:
ii) flip of coin / draw lots, if all of the candidates affected agree or
iii) show of hands by eligible members or
iv) eligible members write the name of their preferred candidate on a piece of paper and these votes are counted.
d) Candidates receiving the highest number of votes will be elected for a term of three years. The number of successful candidates will vary depending on the number of places up for election each year (*5).
e) A candidate may request a recount or partial recount of votes cast. Such a recount can only take place at the AGM. The recount is to be observed by candidates involved in the recount or partial recount.
f) At the end of counting the ballot papers will be placed in an envelope and be sealed. At the next meeting of the Steering Group the Returning Officer will give the sealed envelope containing the ballot papers to the Chair of the Steering Group. The Chair will keep the envelope in a safe place for a period of six calendar months, after which the ballot papers will be burnt to destroy them.
5) Allocation of places, successful candidates:
a) The number of candidates exceeds the number of places available, then an election by secret ballot will take place
b) The number of candidates is equal to the number of places available – candidates are elected unopposed.
c) The number of candidates is less than the number of places available – candidates are elected unopposed and the Steering Group will co-opt for the remaining places, according to constitution Section 11 point f).
d) In order to maintain a balance of representation every Steering Group shall have places allocated to particular membership groups:
- Producers not less than 3, maximum 7,
- Stallholders not less than 2, maximum 6, (*6)
Non-producers, including Founder members not less than 2, maximum 4
e) The Returning Officer will announce the results of the election, when known.
6) Card votes:
a) A card vote can be called for by any member, when a vote has been called.
b) The card issued at the start of the meeting will be placed in the box corresponding to the vote the member wishes to place i.e. for, against or abstain. The tellers will then count the votes cast.
c) The Returning Officer will announce the number of votes cast for, against and abstained, and the outcome of the vote.
d) The vote card will be returned to the member who signed for it at the start of the meeting, if another card vote is called for during the meeting.
------------------------------------------------------------------------------------------
(*3) Except in 2013 when a Returning Officer will be nominated by the Steering Group, from volunteers.
(*4) Conditions – Voting membership = Producer, Market Stallholder, Non-producer (includes Founder members) Inaugural elections (April 2013) eligible members are Producers & Stallholders who have made sales at the Sunday Market or through the shop on or before 31st December 2012 and Founder members.
Elections in February 2014 – eligible members are Producer and Market Stallholders who have been members for at least one calendar year since their first sale at the date of the AGM, Non-producer members (excluding Founder members) who have been members prior to 1st January 2014 and who have fully paid up membership, and Founder members.
Elections in February 2015 and all subsequent years – eligible members are Producer and Market Stallholders who have been members for at least one calendar year since their first sale, Non-producer members (excluding Founder members) who have been members for at least six months at the date of the AGM and who have fully paid up membership fees and Founder members.
(*5) In 2013 eleven places on the Steering Group will be up for election. At the first Steering Group meeting after the election, the elected members will draw lots to decide who will serve for one year, (four places), two years, (three places), and three years, (four places). Members will be notified of the result. If insufficient places are filled by nomination then co-opted places will be up for election in 2014 and nominated places up for election in 2015 and 2016.
In 2014 four places will be up for election (or more if the number of co-optees exceeds four) and the candidates elected then will serve on the Steering Group for three years. In 2015 three places will be up for election (or more if the number of co-optees exceeds three) and the candidates elected then will serve on the Steering Group for three years. In 2016 the final group of four places originally elected in 2013 will be up for election (unless the number of co-optees exceeds four) and the candidates elected will serve on the Steering Group for three years. Co-optees can only serve for one year.
However, they can be nominated and stand for election to a longer term post.
The three year term with approximately one-third of the Steering Group retiring every year will continue until it is changed according to the rules for changing the constitution.
(*6) Producer members may also qualify as Stallholder members if they have paid full price (i.e. the price paid for a stall by Stallholder members, not the reduced rate Producer members may be entitled to) for a stall at, at least one, Sunday Market. Stallholder Steering Group representation is for those members whose main focus is on the continuing success of the Sunday Market.