ELECTION PROCEDURE

So, you are a delegate and some of the business of the legislative sessions seems confusing. Well, all of us at some time or another are confused during legislative assemblies. Once you get the hang of it, participating is not difficult.

This document was prepared by the late Reverend Dr.Gloster B. Current, former Parliamentarian of NANM, Inc., for the use of delegates to assist in the effective conduct of the election and other business.

ANNUAL ELECTION

The Election of Officers is held each year during the Annual Convention. Candidates are nominated by the Nominating Committee and by members from the floor and their names presented to the Convention on Tuesday of the convention week. The election is held on Wednesday of the convention week.

The constitution provides for the election of the following officers:

        President
        Executive Secretary
        1^st Vice-president
        2^nd Vice-president (Director of Branches)
        Regional Vice-presidents: Central, Eastern, Rocky Mountain, Southern, Western
        Recording Secretary
        Assistant Recording Secretary
        Treasurer
        Assistant Treasurer
        Board Members: eight (8); four (4) for three (3) year terms; four (4) for          two (2) year terms

(Articles III and VIII)

The Regional Directors are elected at the Annual Convention on the general ballot (Article XVI, Section 2).

TERM OF OFFICE

1.  The first elective term of office for the President shall be for two (2) years, after which he/she may be elected to serve four (4) additional consecutive one (1)-year terms. He/She may be re-elected to the presidency after a lapse of at least two (2) years following his/her last term in office (Art. VIII, Sect. 1).

ELIGIBILITY

The Constitution sets fourth the eligibility of voters and candidates as follows:

"Any active, accredited member shall be eligible for election to office of this Association" (Art. IV, Sect. 1)

"Candidates for elective office shall have attended three (3) or more Annual Conventions, including the session at which his/her name is presented as a candidate for office, unless the reason for his/her absence is approved by the Board of Directors." (Article IV, Sect. 2)

VOTING

Voting in the election is by secret ballot. (Art. IX, Sect. 1)

2.  Branch Delegates. Branch members who are registered as delegates and are present at the Annual Convention and who are financial with the National Association of Negro Musicians, Inc., as well as with his/her branch, are eligible to vote. (Art. IX, Sect. 2)

3.  Life Members. Such members have one vote. However, if such a member is also a delegate from a branch, he/she shall be entitled to but one (1) vote. (Art. IX, Sect. 4)

The same restriction applies to Members-At-Large.

ABSENTEE VOTING – PROXY VOTING

The constitution provides for absentee voting under controlled conditions. The absent delegate must have been duly registered and must have given written, signed consent designating the named person (proxy) who will cast the ballot in his/her absence.

The official form for proxy authorization must be obtained from the Secretary or Head Teller by the chairperson of the delegation or designee. The name of the delegate, branch, and name of person authorized to cast the ballot, and signature of the delegate must be affixed to the proxy authorization.

 
NOMINATING PROCEDURE

All nominations are made by the Standing Committee on Nominations. (Art. XV, Sect. 1.h)

The Nominating Committee is appointed by the President and includes representatives from each Region.

The Nominating Committee receives nominations from the Regions, including the nomination of the Regional Director which was made at the Regional Meeting.

The Regional Director is elected at the Annual Convention. In addition to the name submitted by the Region, a person may be nominated from the floor at the time nominations are made and reported to the Convention. (Art. XVI, Sect. 2)

The Nominating Committee may nominate any member/delegate who is properly accredited.

Membership on the Nominating Committee does not preclude the nomination of any member thereof as an officer or board member (Robert’s Rules of Order).

The Nominating Committee submits a written report at the time designated on the Convention Agenda. This report consists of the names of those persons qualified to fill existing offices and those for whom terms are expiring.

Suggested procedure for the Chairperson at the meeting at which nominations are made:

                Chairperson:

"You have heard the report of the Nominating Committee. Are there any further nominations for the office of President?" (etc., for each nomination)

Nominations should not be closed until all who wish to make nominations have had an opportunity to do so.

The Chairperson continues using the same procedure for each office to be voted upon.

CONSENT

The Nominating Committee should obtain the consent of a candidate for office. No one should be nominated without having given written consent. The Chairperson of the meeting should inquire if consent has been obtained.

ELECTION SUPERVISION

Tellers: Each Regional Chairperson will appoint two (2) tellers to assist in distributing ballots and counting them.

These tellers shall be appointed and announced at the conclusion of the nominating meeting.

The Secretary will provide a list of eligible branches and number of voters in all categories, eligible to vote on the day of election.

One of the tellers may be designated Head Teller by the Chairperson.

Ballot: The Secretary will prepare a ballot consisting of the names of all persons nominated at the General Legislative Session. All candidates nominated by the Nominating Committee and all candidates nominated from the floor must appear on the ballot.

The Names of unopposed candidates must also appear on the ballot.

NOMINATING SPEECHES

The Chairperson may permit brief speeches in support of candidates at the nominating meeting.

Brief speeches also may be allowed prior to balloting, IF THE CONVENTION SO DECIDES.

COLLECTING THE BALLOTS

The tellers will collect the ballots from each delegation and from others entitled to vote.

The tellers will check carefully on the total of ballots distributed and cast.

CLOSING THE DOORS

When the announced time of voting has been reached, or the Chairperson has ascertained that all have voted who are entitled to do so, the doors should be ordered closed.

 

COUNTING THE BALLOTS

The Chairperson should announce when and where ballots are to be counted.

The counting of ballots is the responsibility of the tellers. No officer of the Convention or candidate for office should serve as a teller.

When the number of persons voting is large, counting may be expedited by dividing the tellers into two groups.

Challengers have the right to be present observing the counting.

TALLY

The names of all candidates should be listed on the tally sheets.

When making votes for a candidate, an oblique line is used (/). For example: John Jones has four (4) votes. They will be marked ////. Every fifth vote crosses each set of four votes horizontally: ////.

When counting of all ballots is concluded, each group of tellers will give the results of its tabulation to the Chief Teller for tabulating the totals.

CHALLENGED BALLOTS

Challenged ballots should be placed in a separate pile. If a voter’s "x" is so placed that it is impossible to accurately credit the vote to either candidate, that vote should be voided. However, that should not void the entire ballot.

The recording and tabulating should be performed in full view of watchers and observes. The Head Teller and the tellers should sign the official tabulation results.

The report of the tellers should be reported promptly to the President and/or Chairperson conducting the election.

REPORT OF THE TELLERS

The report of the tellers should be presented as follows:
(example)

Number of votes cast…………………………………100
Necessary for election …………………………………51
Mr. A received ………………………………………    60 Ms. B received ………………………………………    40

INSTALLATION OF OFFICERS

The installation should be held at the appointed time at the Annual convention.

Suggested Installation Oath:

"I, (name), solemnly swear (or affirm) to discharge to the best of my ability the duties of the office in the National Association of Negro Musicians to which I have been elected, in accordance with its Constitution and By-laws and the decisions of its Board of Directors."

"I re-dedicate myself to its principles and purposes; The promotion of music and the development of knowledge and appreciation of music composed by all persons, but especially those of African descent."

"I shall keep the goals of NANM above any personal interests.

"So help me God."

 

SUGGESTIONS FOR THOSE WISHING TO SPEAK AT THE CONVENTION

1.  The Convention may set a time limit for speaking or debate. A Time-Keeper will be appointed by the presiding officer.

2 No member should speak more than once on the same question.

3. Any delegate wishing to address the Convention or speak on a matter under consideration, should rise and address the President, but shall not proceed until recognized. The President or presiding officer should ascertain on which side of the question a delegate wishes to speak (for or against) and should alternate speakers for and against, until a motion for closure of debate (previous question) is made, or all speakers have spoken.

REPORTS OF COMMITTEES

1.  Committee reports are received and adopted, if recommendations are included.

2.  Roberts Rules of Order govern debates of the Convention. A Parliamentary Rules chart follows for your convenience.

                                            Submitted by
                                            Rev. Dr. Gloster B. Current
                                            Parliamentarian (former)
                                            The National Association of Negro Musicians, Inc.