Constitution page 6
of the current Board of Directors. In choosing the members of the Nominating Panel, the Board should try to ensure that
different parts of the country have representation on the Panel. The Board shall name one member of the panel to
serve as Chairperson, who shall be responsible for setting times and dates for Nominating Panel meetings and for
reporting results to the Corresponding Secretary. The Nominating Panel may conduct its business in person or by use
of mail, fax, telephone or other electronic communication, provided that all decisions must be confirmed in writing by
postal or e-mail to all members of the Panel within ten (10) days.
Section 5.2.2 Nominees: The Nominating Panel shall nominate from among the Regular Member in good standing of
the UBSDA, one (1) nominee for each expiring position on the Board of Directors and shall procure signed, written
acceptance of nomination and a resume from each nominee. The Nominating Panel should consider geographical
representation of the membership when selecting nominees to the extent that it is practicable to do so. No person shall
be nominated for more than one position. The Nominating Panel shall submit its slate of candidates accompanied by
each candidate’s resume to the Corresponding Secretary on or before June 1ST of each year. The Corresponding
Secretary shall mail the list to the Regular members on or before July 1ST of each year. The list shall include the full
name of each nominee, the resume for each nominee, and the state in which the nominee resides
Section 5.2.3 Additional Nominations: Additional nominations of eligible members may be made by submitting a
written petition, signed by at least five (5) regular members in good standing, addressed to the Corresponding
Secretary and received at the Corresponding Secretary's postal address no later than August 15TH, provided such
nomination is accompanied by a signed, written acceptance of the nomination and a resume from each additional
nominee. No person shall be nominated for more than one position.
Section 5.3 Annual Meeting Tally Panel: Prior to the Annual Meeting, for the purpose of counting the ballots, the
Board of Directors shall select three Regular Members in good standing, to serve as the Tally Panel. The Board shall
name one member of the Tally Panel as Chairperson, who shall receive from the Corresponding Secretary all mail-in
ballots and who shall report the results of all ballot counts to the Corresponding Secretary. The Corresponding
Secretary will announce the results at the Annual Meeting and include the results with the Annual Meeting Minutes
published in the Beacon
Section 5.4 Ballots for the Annual Election: If one or more additional nominations are received by the
Corresponding Secretary prior to the deadline, the Corresponding Secretary shall, no later than September 1ST, mail
individually to each Regular member in good standing a ballot listing all of the nominees for each position in
alphabetical order, with the nominee’s resumes and states of residence, together with a blank envelope and return
envelope addressed to the Corresponding Secretary marked “ballot” and bearing the name of the Regular Member to
whom it was sent. So that ballots shall remain secret, each voter shall seal his or her vote in the blank envelope and
return that envelope in the one addressed to the Corresponding Secretary. To be valid, the ballots must be received by
the Corresponding Secretary at least one (1) week prior to the Annual Meeting. The Tally Panel shall check off the
names of the Regular Members in good standing for the current fiscal year prior to opening the outer envelopes and
removing the blank envelopes. They shall be responsible for certifying the voters and the results of the election at the
Annual Meeting, when the results are announced. All ballots and the envelopes in which they were received shall be
given to the Corresponding Secretary who shall keep them for two (2) years as part of the UBSDA’s official records.
Section 5.5 Assuming the Duties of Office and Transfer of Club Records: The newly-elected Officers and
Directors shall take office at the beginning of the new fiscal year. All retiring Officers shall turn over to the successors to
their office all properties and records relating to that office, and in their possession, within fifteen (15) days after the
beginning of the new fiscal year.
Section 5.6 Special Tally Panel: In the event that it becomes necessary to hold a secret vote other than at the Annual
Meeting, the Board will appoint a Tally Panel of three Regular Members in good standing within close proximity to the
Corresponding Secretary to count the ballots. The Board shall name one (1) member of the Tally Panel as Chairperson,
who shall receive from the Corresponding Secretary all mail-in ballots and who shall report the results of all ballot
counts to the Corresponding Secretary. The Corresponding Secretary will provide the results to the Board and publish
the results in the Beacon.
Section 5.7 Ballots for a Special Vote: In the event it becomes necessary to hold a vote other than at the Annual
Meeting, the Corresponding Secretary will send a ballot to every Regular Member in good standing, using the
procedure described in Section 5. The Board will set the time frame for sending and the return of the ballots.

To Constitution page 7

Back to the UBSDA Homepage