A printable PDF can be found at the end of this article.
With unforeseen circumstances (like the COVID-19 pandemic), many zones and local groups have not been able to meet and hold elections. Following these guidelines, presidents can hold elections in several ways.
The best way would be to hold an “in-person” meeting at a facility in their area that is large enough so social distancing could be achieved. Tellers, wearing masks and gloves, would hand out the ballots, collect them, and count the votes.
Voting by mail or email could also be done. For the zone, the zone president would send the ballot via mail or email to each local group president. The local groups’ presidents would present the ballot to the women in her group. Each woman would cast her vote, and the local group president would forward those results back to the zone president. The zone president would then count the votes from each woman in each local group, with the help of another member of her board of directors, and announce the results of the vote. For the local group, the president would send the ballot via mail or email to each member. The president and another member of her executive committee would count the votes and the president would announce the results of the vote.
Some bylaws stipulate the length of the term of office for an officer. If an election cannot be held by some means at the time for which it is scheduled, it should be done as soon as possible. In the meantime, the current officer remains in office.
Some bylaws also stipulate when installation occurs for new officers. If officers have been elected via mail or email, then the installation may not happen as usual. From Robert’s Rules of Order: “An officer-elect takes possession of his office immediately upon his election’s becoming final, unless the bylaws or other rules specify a later time. If a formal installation ceremony is prescribed, failure to hold it does not affect the time at which the new officers assume office.” Therefore, the new officers assume their duties after they have been elected, but may be installed at the next event or meeting. There is no need to put information of this type into the bylaws since it is prescribed by parliamentary procedure (Robert’s Rules of Order).
Finally, if the bylaws specify that the election is to be by ballot (no matter how many are nominated for a position), then a ballot vote needs to be taken. If the bylaws say a ballot vote is not necessary if there is only one nominee, then the president can simply declare that the nominee is elected.
If you have any questions, please contact the Vice President of Organizational Resources here.