Election Procedure for Steering Committee Roles

December 2, 1994
February 24, 1995 (revised)
April 21, 1995 (revised)
June 26, 1995 (revised)
July 20, 1995 (accepted)
July 21, 1997 (revised)
July 25, 1997 (accepted)
July 31, 1998 (revised and accepted)
July 28, 2000 (revised and accepted)

  1. SCOPE

    This procedure specifies the requirements for conducting the annual election for Southern California Software Process Improvement Network (SPIN) Steering Committee roles. It is considered a supplement to the Southern California SPIN Charter (which details the roles and term assignments). It does not override or supersede any item(s) specified in the charter.

  2. TERM

    The term for all Steering Committee roles is July 1 of the year in which the vote is held through June 30 of the following year.

  3. NOMINATIONS

    Any member of the Steering Committee may nominate any Steering Committee member, including him/herself. Nominations are made to either the Steering Committee Leader or the UCES Representative. Nominations must be completed no later than four weeks prior to the May Steering Committee meeting. Multiple candidates may be nominated to jointly fill a role.Candidates must accept or refuse a nomination no later than three weeks prior to the May Steering Committee meeting. Acceptance/refusal notifications are made to the Steering Committee Leader or the UCES Representative.

  4. POSITION STATEMENTS

    Candidates for the Steering Committee Leader role should write a position statement and submit it to the UCES Representative no later than two weeks prior to the May Steering Committee meeting. The UCES Representative distributes the position statements to the Steering Committee members no later than one week prior to the May Steering Committee meeting.

  5. VOTING

    The vote is held at the May Steering Committee meeting and is conducted by secret ballot supplied by the UCES representative. Absentee ballots of qualified voters are accepted by the UCES Representative until the close-of- business the day before the May meeting. An absentee ballot becomes invalid if the voter is present to vote in person at the May Steering Committee meeting.

  6. QUALIFICATIONS OF VOTER

    Steering Committee membership is reviewed by the Steering Committee at the April meeting. Voting is limited to members with regular attendance as determined by attendance of at least three (3) of the six (6) meetings immediately preceding the vote.

  7. BALLOT COUNT

    Ballots are counted by the UCES Representative and a volunteer who is not a candidate for a role. Both count the ballots separately and concur on the count. A simple majority decides the winner. A coin toss breaks a tie.

  8. CHANGE OF VOTING DATE

    If the vote is not held in May , it is instead conducted at the June Steering Committee meeting or as soon as possible thereafter.

  9. INCOMPLETE TERMS

    In the event that the Steering Committee Leader is unable to complete his/her term, the Deputy Leader acts as Steering Committee Leader for the duration of the current term. If the holder of another role is unable to complete the term, the Steering Committee Leader requests a volunteer for that role. If more than one person volunteers for the role, a vote is held at the next Steering Committee meeting. Persons fulfilling incomplete terms carry out the duties of that role for the duration of the current term.