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In order to be eligible to run and hold an executive position, the following requirements must be met:
1. Must be an Active Member. An “Active Member” is any member who has contributed by way of attendance of events or meetings during the current academic year or previous academic year. In any case where a member’s ‘active’ status may not reliably be determined it shall be assumed in favour of the member.
2. Must not have previously held that executive position for more than two (2) years, or been a member of the executive board for three (3) or more years. A member may only be an executive member for two (2) academic years in any specific position and three (3) academic years total except in the case where a position will not otherwise be filled in an election.
3. Points one (1) and two (2) of these election eligibility requirements may be waived with a vote of 80% of a general meeting where quorum is present.
Election Procedure: General Elections
The outgoing executive board is responsible for voting on one member of the board who is not running for re-election to monitor the new election process and ensure an unbiased election. This position shall be called that of the Deputy Returning Officer, or DRO. If all members of the board are running for re-election, then the board is constitutionally obligated to elect a member in good standing from the group in order to become the DRO.
A. The Executive Board will be selected by plurality voting (also known as first-past-the-post and simple majority) where quorum is present for each of the executive positions on the 2nd Tuesday of April except in the case where that day falls after the end of classes. In this case the 1st Tuesday of April shall be used instead.
B. To allow for campaigning the election campaign period will begin two Tuesdays prior to the election at a general meeting. The executive should make an announcement about the election and the election campaign period in the week prior to the election campaign period.
C. Any active member is able to nominate themselves for any of the executive positions once the election has been called. This may be done at a general meeting or on a public forum.
D. Time shall be allotted to allow all nominees to speak on their platforms at all meetings between the election announcement and the election day and space shall be allotted on the OUTreach web page for nominee platforms to be listed.
E. In the event of a tie the votes must be recounted. If the tie persists, the nominees will briefly speak about their candidacy before another vote is conducted. If the subsequent vote does not alter the tie the VP Internal or President will decide by coin toss or drawing lots.
F. The results of the election will be articulated into a separate document entitled ‘Election Results’ by VP Communications or a President, which will be kept indefinitely. By running in the election you consent to be on this report.
H. Executive members will hold office from April 15 to July 1 of the next year. The period from April 15 to June 15 shall be a transition period in which the current and new executive members work together and the roles and responsibilities of the Executive Board and OUTreach’s documentation are handed on and explained to the new executive members.
Election Procedure: By-Elections
If any of the nine positions on the executive board is vacant, a by-election will be held as soon as possible within the academic year. The by-election will be announced at the soonest possible general meeting, at the discretion of the executive. An election will take place two weeks following the announcement, in accordance to the general election procedures listed above. If the position still remains vacant, another by-election will be announced at the discretion of the executive team at least one month after the previous by-election. In the meantime, the executives will rearrange responsibilities and compensate for the lack of executive member(s).