Returning Officer   

The role of a returning officer is to conduct, in its entirety, the election for the Management Committee of an Association or the Board of Directors, whether the election is at a face to face meeting or by postal or digital votes.
 
Broadly speaking, this role includes providing the result to the Association and Returning Officer should not be a candidate for any position being contested in an election.

The role involves:

• chairing the meeting between the old and new committee
• the declaring that all the Management Committee positions are all now vacant, when old Chairperson hands the meeting 
  
• deciding any questions about eligibility to vote and voting entitlements
  i.e. in our case - only one service rep of groups can vote, not individual members,  and only one vote per group
  
  
• receiving secret voting papers if a position has more than one nominee
• counting votes – can have help by someone or two not standing for any position (scrutineer), or inspecting the counting of votes,
• deciding whether a vote is valid
• handing the meeting over to the newly elected Chair

Tasks: The Returning Office will

1.    Thank outgoing Chair

2.    Thank the outgoing Committee members for their service for the previous year.

3.    Declare all management committee positions vacant

   

4.    State only  groups who registered BEFORE the meeting can VOTE > Remembering only ONE Vote per group for any particular nomination.

               Tonight these groups are: 

5. Committee Members can be self-nominated or nominated by another Association Member, but either way will need another association member to second the nomination
 

5.    State only Members of the Association can stand for election – with 1 years sobriety and 1 year clean -

There are two types:

  a. Group service reps (delegates)

Tonight these are:    



        AND b. Individual Affiliate Members

Tonight these are:  

5.    If there is only one candidate for a position — I will be able to declare that member elected after three calls for nomination.


 

6.    If there is more than one candidate for a particular position we will need to hold a ballot. To do that

We will vote via the Chat Function — Being clear that you direct your chat DIRECTLY to me — the Returning Officer
The Committee prior to the meeting arranged for XX to be with me here to write down and confirm the votes

7.    Any other questions before we start?

8.    The Constitution has details about what each role is. 

Please let me know if  any one need that read out before I call for nominations.

9. State: If we don''t get anyone for a position or enough people for the ordinary Committee members, declare the position vacant with the instruction that the new Committee endeavour to fill that position as soon as possible


10.  I’d like to call for nominations for the Office Bearers first  

 

11. So, who would like to nominate or self-nominate for Chairperson?
 
When someone does, who will second that nomination?
If not self-nominated, do you accept the nomination?
 
OK so we have one nomination, do we have any other nominations?
When someone does, who will second that nomination?
Do you accept the nomination?
 
OK so we have one nomination, do we have any other nominations?

Last time, do we have any other nominations?
 
If only one, declare the person elected – Congratulate them and thank them for being willing to be of service.
 
 

12. So, who would like to nominate or self-nominate for Vice-Chairperson?
 
Repeat as for Vice-Chairperson
 

13. So, who would like to nominate or self-nominate for Secretary?
 
Repeat as for Secretary
 
 

14. So, who would like to nominate or self-nominate for Treasurer?
 
Repeat as for Treasurer
 

15. So, who would like to nominate or self-nominate for a position of Committee Member — threre are SIX extra positions ?

Repeat as for Chairperson
 
Declare all elected if only three, four five or six.
 
If more than SIX, ask for voting members to put ONLY SIX NAMES in the chat



Scrutineer  to count and write the successful people for you

Declare the people elected – Congratulate them and thank them for being willing to be of service.
 
 

16. Thank everyone – Then declare this finishes the voting. I declare the New Committee is:

Chair (name)
Vice-Chair (name)
Secretary. (name)
Treasurer (name)
Committee members  (names)
 
 

17. Thanks for the opportunity to be your Returning Officer and let's thank our Scrutiner as well.

18. I will now hand the meeting over to the newly elected Chairperson _______ .