How to run an AGM: after the elections
To successfully conclude your AGM you must arrange:
Depending on the complexity of the election the votes may be counted at the time of voting or at some point after. If the votes are counted after, the Returning Officer (RO) is responsible for keeping the ballot papers safe and untampered with until that point.
Each candidate has the right to observe the counting of the votes which have been cast or appoint someone to observe on their behalf. The RO should conduct the count, though they may wish to enlist some help.
None of the candidates or seconders should actually be involved in counting of voting papers.
Announcing the results of the election is also something that can be done at the same time as the hustings and voting, or at a point later on, whichever is more appropriate for your Club, Society or Project (CSP), as well as the complexity of the election.
Before announcing the results, each candidate must indicate that they believe the election has be conducted in a fair manner. It is advisable for the Returning Officer (RO) to obtain this in writing from each candidate. This must be done before any results are announced. If one or more candidates feel that the election was not fair then a complaint must be lodged.
If the announcement of results is not to be at the same time as the hustings and voting the RO must publicise when this is going to be. It is appropriate for the announcement to be by email.
The announcement of the results must include the following information:
- Who was elected for each position
- Total number of votes cast
- Number of votes received by each candidate
When the STV system has been used the following must also be included:
- Number of votes received by each candidate in each round
- The quota
In some elections, candidates or others may feel that the process has not be conducted fairly; unfair practices have occurred e.g. bribery; or the election has not been run in accordance with the Union’s Minor Elections Bye-Laws or the CSPs Constitution. Any objections should in the first instance be referred to the RO who should resolve them if they are able.
If a complaint relates to any unfair practices by candidates or others acting on their behalf it shall be dealt with by the Union Elections Team. Examples of unfair practice may include:
- Disobeying the instructions of the RO
- Taking unfair advantage of any publication
- Deliberately sabotaging another candidates campaign
- Tampering with votes
- Intimidating any participants in the election
In the case a position receives no nominations, Re-open Nomination (RON) wins an election, or a committee member resigns, you will need to hold an Extrordinary General Meeting (EGM).
The results of your election will need to be recorded in eActivities to give the incoming committee access in time for the system refresh on 01 August.