The University of Kansas Libraries
Library Faculty and Professionals Assembly
Nominating and Ballot Committee
188.8.131.52 The Nominating and Ballot Committee shall provide a slate of candidates for vice-chairperson (chairperson-elect) and secretary of the Library Faculty and Professionals Assembly; and members of elective standing committees, in sufficient time for elections to take place no later than May. The Nominating and Ballot Committee shall also assemble all Library Faculty and Professionals Assembly ballots, and tabulate and report the results to the Executive Committee.
184.108.40.206 The Nominating and Ballot Committee shall be appointed by the Executive Committee and be composed of three members. Committee members shall serve two-year overlapping terms. The committee members shall select a presiding officer and a recording secretary.
Special Charges 2011-2012
1. Create a protocol for using Ballotbin to conduct elections and ballot measures. Such a protocol will provide continuity as committee membership changes and will help prevent problems that occurred in the first two years of Ballobin’s implementation.
Special Charges 2010-2011
1. The committee will provide short reports on the e-voting system (e.g., challenges, suggestions, needed improvements) after each election.
2. Review the committee webpage, including links to annual reports, minutes, and membership, on the LFPA Intranet. Provide any suggested new information, links, and updates to the Secretary of LFPA Executive Committee. The website is the way this committee communicates to the full LFPA and should provide current and complete information.
Special Charges 2009-2010
1. Prepare an updated report for LFPA Exec that describes possible options and steps to implementing electronic voting for non-preferential balloting including a possible pilot for Exec to test.
2. Investigate alternatives to preferential balloting to facilitate electronic voting; prepare an updated report for LFPA exec with options.
3. Committee will communicate with all dispatch (within two weeks) any changes to the Code & Bylaws passed in a ballot—to Exec and to the Code & Bylaws committee chair.
4. Since it has been a while since this committee’s charges have been reviewed, the committee is charged this year with reviewing all of its standing and special charges carefully. Consider what is needed and not needed in these charges, where the gaps or overlap exist with other committees’ charges and activities. Contact and confer with other LFPA committees or library entities if necessary and offer suggestions to LFPA to reword the standing or special charges based upon your findings.
5. Review your webpage on the LFPA’s site—consider rewording the descriptive text or adding a paragraph summarizing the committee’s purpose if one does not exist right now. The website is the way this committee communicates out to LFPA. Also review links to annual reports, minutes, membership and provide suggested links and updates to the Secretary of LFPA Executive Committee.
Special Charges 2007-2008
1. The Committee shall produce minutes of all meetings within two weeks of a meeting taking place and will send those minutes to the LFA Exec Secretary (Jon Giullian) for posting on the LFA Web site.
2. Follow the Nominating and Ballot Master Calendar prepared by the 2006-2007 committee.
3. Implement electronic balloting; prepare an updated report with possible options, including contracting with Web Services to develop a Web-based tool for holding LFA elections.
4. Assure that the Nominating and Ballot committee notebook includes both instructions on tabulating preferential ballots and instructions to voters on casting preferential ballots.
5. Institute a process that gives LFA candidate the option to append bios to ballot mailings. NB shall determine how best to administer this (i.e. send bios in same mailing or separate mailing).
Special Charges 2006-2007
1. The Committee will produce minutes of all meetings within two weeks of a meeting taking place and will send those minutes to LFA Exec Secretary, Brian Rosenblum, so that he may publish them on the LFA Web site.
2. Implement electronic balloting through the KU Portal.
3. Provide written instructions for tabulating preferential voting ballots in the Committee’s record notebook.
4. Develop a calendar for when nominations should take place and when ballots should be prepared at the end of the fiscal year. This calendar will be posted on the LFA Web site.
5. When elections take place for FY08 LFA elected committees, please include descriptive information of each candidate on the ballots. (i.e., job title, department or location, years of KU service, etc.)
6. Continue to provide specific instructions for preferential voting on ballots.
Special Charges 2005-2006
1. Please be sure the Committee produces minutes of all meetings, and publishes those minutes on the Web in a timely fashion. The minutes only need approval by the originating Committee; approval by the LFA Executive Committee is not necessary. An electronic copy of the minutes should go to the secretary of the LFA Executive Committee. Please use a standardized naming convention, such as the abbreviated name of the committee and the date of the meeting. (For example, notes of the LFA Executive Committee for July 11, 2005, would be named “LFAEXEC071105.DOC.”) The secretary will ensure that a copy goes to the University Archives. (For 2005-2006 the secretary is Keith Russell.)
2. Learn about the procedures used by University governance this past spring in carrying out their elections by electronic balloting. If applicable, establish procedures for electronic balloting and implement in FY06.
3. Improve communication regarding preferential voting in order to avoid invalid ballots due to lack of ranking.