Jávea U3A

Job
Description

Election Auditor

This document captures all the tasks and responsibilities of the Election Auditor.

1. PRE-REQUISITES

The Election Auditor must satisfy the following conditions:

  1. Be a Full Member of the Jávea U3A.
  2. Has not been a Member of the Jávea U3A Committee in the last three years.
  3. Is able to attend the following General Meetings during the election period: September, October, November, January, February and March.
  4. Has access to the Jávea U3A WebSite.

 

2. TASKS

The Election Auditor will be appointed shortly before the Election Process commences. In practice, the amount of work required by the Election Auditor is not onerous or complicated. However, this person is essential to the integrity of the election.

2.1. GETTING STARTED

Attend the September Committee Meeting (if necessary).

Liaise with the WebMaster to:

  • Obtain the usernames / passwords for the accounts needed to be used.
  • Understand the systems that need to be used.

Change the access codes to these systems.

 

2.2. NOMINATION PERIOD

Attend each General Meeting during this period (September, October and November).
Receive and check Candidate Nomination Forms.

After each such GM, input any new Candidate Nominations into the Online Election Facility.
Secure the Paper Nomination Forms for handover to the incoming Committee at the AGM.

Contact any Candidate whose Nomination was rejected by the Online Election Facility. Resolve the issue or report it to the Committee.

(In 10 years, we have never had more than 8 Candidates, so there are not going to be many forms to receive and process).

 

2.3. VOTING PERIOD

[Note : The vast majority of those Members that vote will do it via the Online Voting Facility and therefore will not interact with the Election Auditor.]

Obtain an up to date list of all Members that do not have email addresses from the Membership Secretary.

Attend each General Meeting during this period (January, February and March).

During the January and February Meetings:

  1. Control the handout of Paper Voting Forms only to Members without Internet access.
  2. Receive and check completed Paper Voting Forms, again, only accepting Paper Voting Forms from Members without Internet access. Forms must be signed by the Voter.

After each such GM, input any received Paper Voting Forms into the Online Election Facility. Secure the Paper Voting Forms for handover to the incoming Committee at the AGM.

Monitor alerts produced by the Online Election Facility and resolve them or report them to the Committee.

 

2.4. RESULTS ANALYSIS

Use the Online Election Facility to produce the voting results.
Print them for delivery to the March AGM.

Assemble all the Paper Forms for delivery to the March AGM.

Announce the Voting Results at the March AGM.

 

V2.1   24th August 2016