DEMA Board of Directors: Nomination Procedures and Policies
- The Nominating Committee is comprised of five (5) members. The five members may be from the Board, but do not have to be. The Committee cannot have as members any person who is running for the Board during the upcoming election.
- The task of the Nominating Committee is to help in bringing the names of qualified individuals to the Board of Directors for nomination consideration.
- The Committee develops a list of potential Board nominees by:
- Gathering names and qualifications of potential nominees
- Reviewing these qualifications
- Presenting to the current Board those candidates that the Committee recommends. The Committee’s recommendations are determined by simple majority of Committee vote. The Chair of the Committee votes on recommendations for Board consideration only to break a tie vote.
- The DEMA Office notifies the membership that they may petition for write-in candidates by September 15. At minimum, notification occurs via website posting and broadcast email.
- One or more current members of the Board may also submit a list of potential candidates directly to the Board of Directors. Names of candidates must be submitted no later than September 15 to meet the deadline of 90 days prior to the December 15 election date. Any candidates submitted to the Board in this manner will be automatically contacted by the DEMA office and asked to run for the Board, provided they meet the requirements of membership and voting status.
- Write-in candidates may be listed on the ballot if DEMA receives a petition signed by a minimum of 2% of the membership voting power or by 10 Regular (Class A) voting members of the Association, whichever is less. All petitioners must be members of the Association for the year in which the nominee would serve on the Board. The write-in petition must be received no later than October 15 to meet the deadline of 60 days prior to the December 15 election. All write-in candidates with the proper membership petition are automatically listed on the ballot.
- The Board approves recommended candidates for the ballot by simple majority vote. The DEMA Office confirms each candidate’s eligibility for nomination.
- All candidates are notified of their nomination and are informed about the first scheduled Board Meeting of the New Year. The Nominating Committee determines the time frame for the first Board Meeting of the New Year.
- The Board is notified of any candidates who decline their nomination.
- DEMA Office prepares the ballot by October 31 for Board Secretary review. The Secretary forwards the ballot to the Nomination Committee for review by November 7.
- Nomination Committee reviews and returns ballot to DEMA office before November 15.
- The DEMA office sends ballots to the membership by post by November 30. In order to vote, the regular Association members must renew their membership by the voting deadline date of January 15.
- DEMA office solicits materials from candidates that can be placed on the dema.org website for membership review. The materials will include (but not be limited to): biography, current DEMA membership company, current position within DEMA member company, statement of position on any relevant issues the candidate wishes to emphasize, and other pertinent information. DEMA will provide a DEMA-sponsored contact email address for member questions.
- Membership must vote by submitting a ballot to DEMA’s independent auditing firm between December 15 and January 15.
- Ballots are counted by independent auditing firm and reported no later than January 20.
(a) The nomination of candidates for membership on the Board of Directors shall be made by the Nominating Committee or by written petition.
(b) The Nominating Committee shall comprise five (5) members with one representative from each of the five Class A Divisions. The members of the Nominating Committee may be members of the Board of Directors but no Director standing for election may serve on the Committee. The Nominating Committee shall be nominated by the President and approved by the Board of Directors at the first meeting of the Board of Directors after the annual election of Directors. Members of the Nominating Committee will serve for one year or until their successors have been selected and installed.
(c) The Nominating Committee shall operate under such procedures as are adopted from time-to-time by the Board of Directors. The Nominating Committee will submit a slate of candidates to the Board of Directors which may accept or change the slate of nominees and shall present the slate of nominees to the Membership of the Association not less than ninety (90) days prior to the date of the election which shall be December 15 or such other date selected by the Board of Directors from time to time.
(d) The number of candidates recommended by the Nominating Committee shall be greater than the number of Director seats for each Division to be filled in the particular election.
(e) Additional nominations for the Board of Directors shall be included in the final slate of nominees when proposed by a signed petition of Members holding two percent (2%) or more of the voting power of the Association or by at least ten (10) Regular Members, whichever is less. Such nominations must be presented in writing to the Secretary of the Association no less than sixty (60) days prior to the election.
(f) The Directors shall be elected to the Board of Directors by the Regular Members of the Association. The Secretary shall prepare an official ballot listing the names of the nominees and shall provide the ballots to the Regular Members and conduct an election of Directors at a meeting of the Regular Members called for the purpose of electing the members of the Board of Directors, by ballot or by proxy or by letter ballot at the discretion of the Board of Directors.
(g) The candidate receiving the most votes for the particular Director seat for which such person is nominated shall be elected Director for the Board Seat. When two or more Director seats are subject to election within a Division or at large, the top two or more candidates receiving the most votes for the particular division or at large Director seat shall be elected. When the term of one seat is longer than the other seat within a Division, the candidate(s) with the most votes shall be elected for the Director seat(s) with longer term(s). In the event of a tie in the election of a Director, the current Board of Directors then sitting shall select the Director from amongst those candidates who have tied for such Board seat.