
2016 elections
2016 ELECTION GUIDELINES
Subject: Call for Nomination and Election of Council Members for the Term 2016-2019
Date of Election: Friday, April 15, 2016. Registration opens at 6:00 PM. Poll opens at 7:30 PM
Location: North York Civic Centre, Meeting Room #3, 5100 Yonge St., Toronto
ELIGIBILITY
An eligible member, who can participate in the election process – i.e. to nominate, be nominated, to vote, and be elected – is a regular member in good standing based on the official records of the Membership Committee. Specifically,
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Registered member must have unexpired membership status by April 15, 2016.
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First-time member must register by April 15, 2016.
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Previous member must renew membership by April 15, 2016.
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Membership due must be paid no later than April 15, 2016.
Note: Please contact the Membership Committee for issues on membership status or eligibility.
NOMINATION
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Nomination Form is available from the UPAAT Yahoogroup and COMELEC.
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An eligible member may nominate up to 2 nominees, including himself/herself (one form per nominee).
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Form must be duly signed and dated, by hand or typed onto the form, by both nominator and nominee, respectively.
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Nomination Form must be received by COMELEC on or before April 11, 2016.
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Deadline may be extended at COMELEC’s discretion (e.g. less than 5 qualified nominees, technical glitches in disseminating information or any unforeseen event).
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COMELEC and the Membership Committee will validate the Nomination Form.
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COMELEC will distribute or announce the List of Candidates before the election.
Note: Timely submission of nomination forms is highly recommended to minimize unnecessary delays.
QUORUM
For the purpose of UPAAT Election 2016, attendance by at least 30 eligible members constitutes a quorum.
In conjunction with the Membership Committee, COMELEC will declare whether or not there is a quorum for the UPAAT Election.
VOTING
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A numbered official ballot is assigned to each eligible member at the Registration desk.
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Any eligible member may vote for up to 5 candidates listed on the Board.
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If the number of candidates is 5 or less, all candidates are automatically acclaimed.
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On Election day, April 15, 2016:
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Registration starts at 6:00 PM
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Membership Committee must assign a ballot number to each voter on the roster.
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Prior to polling, COMELEC will hand to each voter his/her numbered official ballot (plus his/her pre-assigned proxy ballot).
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Ballots must be deposited at designated poll box marked “COMELEC” any time before the poll closes at 8:30 PM.
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Voting shall be conducted by secret ballot.
Note: Time permitting, candidates will be given 1-2 minutes each to speak before the General Membership.
PROXY
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Proxy Form is available from the UPAAT Yahoogroup, the website (www.upaatoronto.com) or COMELEC.
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Proxy voting is allowed, provided the proxy and designator are eligible members.
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An eligible member can act as a proxy to only one (1) eligible voter.
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Proxy Form must be duly signed, either by hand or typed onto the form, by the proxy and the designator, respectively.
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Every Proxy counts as one (1) additional member in attendance.
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Deadline for submission of Proxy Form is April 11, 2016.
VOTE COUNT
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Board of Canvassers, composed of the COMELEC members, will immediately proceed to count the votes after the poll closes.
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Tallying of votes will be conducted in public.
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Canvassers will scrutinize every ballot and deposit the valid ballot in a designated box.
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If any canvasser disputes a ballot, it will be put aside for closer review later.
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Board of Canvassers will quickly review any disputed ballots and make an irrevocable decision to count it or to void it completely.
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Voided ballots will be kept separately from the valid ballots.
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All ballots cast will be treated with strict confidentiality.
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Copying of ballots by any means and in any shape or form is strictly prohibited.
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COMELEC Chairman must certify the voting results.
ELECTED CANDIDATES
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The first 5 candidates receiving the highest number of votes will be declared as the newly elected members of the Council.
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If less than 5 Council members are elected, the new Executive Council may fill the remaining vacant position(s) according to the UPAAT Constitution.
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The first 5 elected candidates receiving the highest number of votes will serve for a period of 3 years.
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In case of a tie for the 5th place, this will be resolved by drawing of lots among all the 5th placers.
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Information on duties and responsibilities of Council members is embodied in Article 4 of the UPAAT Constitution.
ELECTION RECORDS
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After the official proclamation of the newly elected members of the Council, all Election materials (except voters ballots cast) – i.e., nomination forms, supporting letters, proxy forms, authorization letters, Election summary reports and other related Election materials – will be turned over by the COMELEC Chairman to the new Council at the earliest opportunity.
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COMELEC will destroy permanently all ballots cast during the UPAAT Election 2016 as soon as possible.
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After disposal and turnover of all Election materials, the COMELEC members and its appointees will be discharged of all mandated election duties and responsibilities.