Policy for Election Process and Term

1. Purpose

The purpose of this policy is to define the election process and term limits for the Miami Northwestern Class of 2010 Reunion Committee. This policy ensures a fair, transparent, and efficient process for selecting committee members, with oversight provided by the Board of Directors (Chair, Vice Chair, Secretary, Parliamentarian and Treasurer) to fulfill the committee’s mission and purpose.

2. Governance Structure

2.1. Board of Directors

• Role: The Board of Directors oversees the overall operation of the Miami Northwestern Class of 2010 Reunion Committee, ensuring alignment with the organization’s mission and purpose. The Board is responsible for approving the election process and terms for committee members.

2.2. Reunion Committee

• Role: The Reunion Committee, composed of the Board of Directors including other elected positions (President, Vice President, Communication Chair, Events Chair, Fundraising Chair, etc.) will be responsible for the planning and execution of reunion events and related activities.

3. Election Process

3.1. Nomination

• Eligibility: Any Miami Northwestern Class of 2010 member in good standing based on the discretion of the Board of Directors is eligible to be nominated for a position on the Reunion Committee.
• Nomination Period: The nomination period will be announced by the Board of Directors and will open on the 2nd Friday of October and close on the 4th Friday of October. The election will be held at least 5 business days following the close of nominations.
• Nomination Procedure: Miami Northwestern Class of 2010 members may self-nominate or be nominated by others. Nominations should be submitted in writing to the Board of Directors, including a brief statement of qualifications and interest.

3.2. Candidate Qualifications

• Requirements: Candidates must be members of the Miami Northwestern Class of 2010 and demonstrate a commitment to the mission of the reunion committee. Relevant experience in event planning or organizational roles is desirable but not mandatory.

3.3. Election Procedures

• Voting Method: Elections will be conducted by [method: online ballot etc.], as determined by the Board of Directors.
• Voting Period: The voting period will start and end as determined by the Board of Directors.
• Ballots: Eligible Miami Northwestern Class of 2010 members who have updated contact information will receive a ballot listing all qualified candidates. Each voter will select their preferred candidates based on the number of positions available and vote accordingly.
• Vote Counting: Votes will be counted by the Board of Directors. Results will be verified and announced/posted by the Board of Directors within 5 business days after the close of voting.

3.4. Election Results

• Announcement: The results will be officially announced at a meeting, via email or through social media within 5 business days following the end of the voting period.
• Inauguration: Newly elected committee members will assume their roles on January 1, immediately following the announcement of election results.

4. Term of Service

4.1. Term Length

• Duration: Each committee member will serve a term of 1 year, starting from January 1 and ending on December 31.
• Re-election: Members may be re-elected for additional terms. There is no limit to the number of terms a member can serve, provided they are re-elected.

4.2. Vacancies

• Mid-Term Vacancies: If a vacancy arises due to resignation, removal, or other reasons, the Board of Directors will appoint an interim member to serve until the next scheduled election. The interim member will be confirmed by a majority vote of the Board of Directors.
• Special Elections: Special elections may be held to fill vacant positions at the discretion of the Board of Directors.

4.3. Removal

• Grounds for Removal: Committee members may be removed for failure to fulfill their duties, misconduct, or other reasons as deemed appropriate by the Board of Directors. Removal requires a majority vote of the Board of Directors.
• Process: A written motion for removal must be submitted, and the committee member in question will have the opportunity to respond before a final vote is conducted.

5. Review and Amendments

5.1. Policy Review

• Frequency: This policy will be reviewed annually by the Board of Directors to ensure it remains relevant and effective.
• Amendments: Proposed amendments to the policy must be approved by a majority vote of the Board of Directors.

By adhering to this policy, the Miami Northwestern Class of 2010 Reunion Committee ensures a democratic and transparent election process, with the Board of Directors providing essential oversight to maintain the committee's effectiveness and alignment with its mission