CCHA Election Process

Position Summary

In 1998, the CCHA implemented a Vote By Mail system to help streamline the election process and make it more convenient for members to cast a vote.

Duties

The Secretary is responsible for overseeing the election process. Duties will include:

Posting notice of open positions in newsletter, collecting candidate profiles, creating the ballot, purchasing supplies, mailing the ballot, counting the returns, reporting results to the Board

Timeline

January-Publish open positions/solicit candidates

February-Finalize candidates/gather profiles

March-Assemble Ballot packets/Mail Ballots

April-Count ballots/report results

Election Process

1) Post notice of open positions on the website

a. Deadline for submitting profile is February Board Meeting

2) Keep President posted on status

3) Review Candidates at March Board Meeting

4) Create Ballots

5) Purchase Supplies

a. 400 Small security envelopes for ballots

b. 400 Regular business envelopes for return ballots

c. 400 stamps

d. Labels

6) Get information from Other positions

a. 400 Ballot labels 1 (Return envelope)

b. 400 Ballot labels 2 (Ballot envelope)

c. Player labels (Return envelope from Registrar

d. Newsletter labels

e. Statements/concession hour recaps (bookkeeper)

f. Player evaluation forms

g. Update Wrap up letter

7) Get forms copied

8) Mail Ballots

a. Candidate profile and ballot mailed to each player household

b. Complete the ballot (one vote per player)

c. Seal the ballot in the small envelope

d. Place the sealed ballot envelope in the return envelope provided

e. Attach postage and mail on or before March 31

9) Process once returned

a. Return envelopes will be validated against member listing.

b. Sealed ballot envelope will be removed from the return envelope and placed in box

c. Validate against member listing.

d. Ballots will be removed from sealed envelopes and counted.

e. Results will be announced on the website and via email