2008 Chapter Elections

This page contains information on the 2008 Chapter Elections. The page contains guidance on:

• Forms
• Matters and Timeframes
• Electoral Procedures outside those set in the Constitution
• Electoral Rules and Practices
•  Ballot Paper positioning
•  Counting of votes
•  Grievance procedure
•  Policy statements/Candidate Statements
•  Guidance to Potential Directors

Forms

Chapter Position Nomination Form

Matters and Timings

The table below sets out the matters and timings for completion of the 2008 Chapter Elections.

Electoral Procedures outside those set in the Constitution

Variation to 5.3.5 a) – Nomination form inclusion

Once a nomination has been received and validated the approved candidate will be forwarded the
following:

• 2008 chapter election candidate statement form
• Chapter elections Capacity and consent to act form

Variation to 5.6.4 – Acceptable voting methods
The Returns officer will not accept electronic votes.

Variation to 5.7 - Close of ballot
Closing Date for voting will be 4pm (Sydney Time) September 5.

Variation to 5.9.5 – Outstanding AGM Nominations Procedure
1. Outstanding positions should be included on the AGM Agenda
2. Nomination for outstanding positions must be called for, proposed and seconded
3. Selection will be by poll
4. If results are tied occupant will be decided by lot

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Electoral Rules and Practices

• No communication in relation to the support or opposition of any candidate should be under AIPM's name or distributed using AIPM's resources.  This would include all chapter newsletters, chapter events, forums held in AIPM's name, AIPM magazine or our web site.  It would be allowable to mention the election and to encourage our membership to vote.  I have asked all State Chapter Admins to forward to any communication for approval prior to distribution.
• There can be no promotion of any candidate in a chapter event or public forum, although this would not restrict potential candidates or their supporters having informal discussions with attendees on a one-on-one basis.
• No candidate shall speak publicly or through the media to promote his/her nomination or to comment on other Chapter election nominations from now until the elections are complete.
• Use of any AIPM database or technology to distribute messaging is not allowed.  This extends to any lists/databases obtained at any time in the past
• There will be no broadcasting of messaging to members of AIPM outside the candidates statements.

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Ballot Paper positioning

Ballot paper positioning has been done by a draw witnessed by four employees of the National Office. 

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Counting of votes

The Constitution allows for scrutineers to be nominated and all activities are conducted in their presence. 

•  This includes the receipt, opening and counting of ballot papers
• National Support Office has organised a locked bag at our local post offices
• The returns officer and any available scrutineers will collect the locked bag
• The National Support Office will produce an up to date list of all financial Members
• The returns officer will open the bag in the presence of the scrutineers
• The returns officer and the scrutineers will open each envelope; check the voter's name against the financial Member list.  Once verified as valid, the scrutineers will record the vote and tally the results.

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Grievance procedure

Any issues or grievances raised by any candidate will firstly be referred to the Returns Officer and the representative of the Governance Council before any public statements are made to National Council, Chapters or membership at large.
 
All issues must be documented in writing clearly stating the perceived errors in the outcome ideally immediately a perceived error is known and before announcement of the results of the election.

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Policy statements/Candidate Statements

All candidates will receive an equal opportunity to speak to the membership through the candidate statements. AIPM practice has been to limit this to a single A4 page in black and white, the format and content to be provided by the candidate. AIPM will include print all candidate statements received by our deadline, and circulate with the ballot papers.

Candidate Statements should include any perceived Conflicts of Interest.  All Directors of AIPM are required to inform the Board of conflicts of interest.  As a candidate for AIPM's Board, each candidate should declare an actual or perceived conflict of interest.

The candidate's statements are provided to support a candidate's position and cannot be used to oppose any other candidate.  Potentially libellous statements will not be included

All candidate statements will be reviewed before printing and release.  Please send your candidate statement in either Word or Adobe (.pdf) format via email to rtucker@aipm.com.au.

Candidate statements will only be circulated if the Candidate Statement is signed and delivered to AIPM prior to deadline.

Candidate statements should be received by 4pm (Sydney time) Friday August 1.

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Guidance to Potential Directors

The AICD offer the following advice to individuals considering becoming a Director.  When preparing your candidate statement we ask you to support your candidacy by considering what attributes, skills and vision you intend to provide/apply during your tenure as a Director.

Core skills
While the specific skills required by each board differ, there are some core skills that should be represented on a board. These include:

• strategic expertise - the ability to review the strategy through constructive questioning and suggestion  
• accounting and finance - the ability to read and comprehend the company's accounts, financial material presented to the board, financial reporting requirements and some understanding of corporate finance 
• legal- the board's responsibility involves overseeing compliance with numerous laws as well as understanding an individual director's legal duties and responsibilities 
• managing risk -experience in managing areas of major risk to the organisation 
• managing people and achieving change 
• experience with financial markets 
• industry knowledge - experience in similar organisations or industries.

Additionally, if an organisation has special needs or exposure to a particular stakeholder group, it makes sense to include a director who has experience in that area. For example, a company that spends a great deal of time doing business with government may need someone with first hand experience of the political process.

Questions to ask when considering a candidate for directorship

• Does the prospective director have skills that would add value to the board?
• Does he or she understand the organisation's business?
• Can the director work as part of the group?
• Does he or she have sound business instincts and judgement?
• Is the candidate genuinely interested in the company, its business and people?
• Is the prospective director honest and a person of integrity?
• What other directorships and commitments does the prospective director have?

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