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Background for Board Election 2019
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From: Martin George, Chair, Elections Committee <martingeorge3@hotmail.com>

Thank you to all candidates for accepting nominations!

Candidate statements and photographs are now posted. Voting will be electronic, here on the IPS website. IPS members from each zone will vote for candidates only in that continental zone. All members will be notified when the voting period is about to begin.   The voting period will begin on October 1 and will end on December 1.

Background

The board is to consist of the officers (elected as usual, every two years) and up to three board members from each of the following six geographic zones:

Governance Map Thumbnail

(click on image for larger version)

  • Africa
  • North America
  • Latin America (including South America, Central America, Mexico, and the Caribbean)
  • Asia
  • Europe (including Russia)
  • Oceania

The number of board members from each zone:

  • one for zones with fewer than 50 IPS members
  • two for zones with between 50 and 499 IPS members
  • three for zones with 500 or more IPS members

Process

  • In regions covered by an affiliate, the affiliate makes nominations for board members.
  • In regions not covered by an affiliate, individual members may make nominations directly for people within their continental zone.

Duties of board members

  • Active involvement in IPS issues;
  • Maintaining contact with other board members, the IPS officers, affiliates, and IPS members within their continental zones;
  • Representing, at board level, IPS members and affiliates within their continental zones, by canvassing them  to gather comments and suggestions about IPS issues;
  • Promoting IPS within their continental zones; and
  • Where reasonable, attending affiliate meetings within their continental zones either personally or electronically (i.e. via Skype).

When is this happening?

All board members will be elected in 2019. Regions with two members will have a 3-year and a 2-year term (based on the number of votes). Regions with one member will be randomly assigned a 2 or 3 year term. This will ensure that future elections will be staggered so that not all board members end their terms at the same time.

When voting begins in October, all IPS members will vote within their own continental zones. The people with the highest number of votes will be elected: first, second, and third, depending on the number of board members within that zone.

Instructions on how to vote will be announced at the time of the election.

Board members begin their terms of office on January 1 and the new structure will take full effect with the first seating of the board at IPS 2020 in Edmonton.  

Please contact Martin George <martingeorge3@hotmail.com> with any additional questions about the process. 

For technical reference, below is the text of the three main relevant sections of Bylaws and Standing Rules that relate to the new IPS Board structure.

By Laws Article VI Section 1:

The Board shall consist of the Officers and up to three board members from each of the following six geographic zones: Africa, North America, South America (including Central America and the Caribbean), Asia, Europe, and Oceania.
  The number of board members from each region shall be one for regions with fewer than 50 current IPS members; two for regions with between 50 and 499 current IPS members; and three for regions with 500 or more IPS members.
   IPS members in countries, or regions or territories of countries, which may be seen as belonging to more than one such zone, shall define the zone to which such countries or regions belong, with the final decision in this regard being made by the Board.  The word 'Board' as herein used and the word 'Directors' as may be used in the Articles of Incorporation and for other legal documents shall be held to mean one and the same thing. Members of the Board must be current members of the Society.

Standing Rules new Article VI:

VI. Non-Officer Board Members

A. Election of Board Members

Board Members are elected for terms of either two years or three years.  The length of service is determined by the Officers, in consultation with the Election Committee, in advance of the election process in order to ensure that not all Board Members are elected or re-elected in the same year.  Elections can take place in any year (i.e. these are not limited to even-numbered years).  For election procedures, see Appendix B.

B. Maximum terms

No Board Member shall serve for more than six (6) consecutive years (whether these are two-year or three-year terms), unless the Officers, in consultation with the Election Committee, determine otherwise.

C. Location of Board Member  

  Board Members must reside in the continental zone that they represent (see By-Laws, Article VI, Section 1).  However, in the case of a Board Member beginning residence in a different continental zone during the term of office, that member may complete the term representing the original zone.

D. Duties of Board Members

In addition to attendance at Board Meetings, the duties of Board Members include, but are not limited to:

1. Active involvement in IPS issues;

2. Maintaining contact with the IPS Officers, and Affiliates and IPS members within their continental zones, and other Board Members;

3. Representing, at Board level, IPS members and Affiliates within their continental zones, by canvassing them  to gather comments and suggestions about IPS issues;

4. Promoting IPS within their continental zones;

5. Where reasonable, attending affiliate meetings within their continental zones either personally or electronically via an internet connection.

E. Vacancy in a Board position

If a Board position becomes vacant prior to the end of the term of office, a special election shall normally be called to fill the vacancy, but may be deferred at the discretion of the Board. The President, with the approval of the Board, may appoint a person to act in that office until a new person is elected.

F. Removal of a Board Member

If the President determines that a Board Member is consistently failing to fulfil the required duties, the President may, with the majority approval of the rest of the Board, remove that Board Member from office, and the procedure in  VI.E. above will be followed to replace that member.

  G. Transition from Council Structure that existed prior to 2020

All articles in the Standing Rules relating to the Board, with the exception of the first election of Board Members, shall become effective from the first meeting of the Board.  Prior to this meeting, the previous IPS governance structure, known as the IPS Council, will remain in place.

Standing Rules appendix B III:

1. The Committee accepts nominations for Board Members from (a) Affiliates and (b) from individual members in regions not covered by an Affiliate.  Exceptions to this will apply only if agreed by the Elections Committee and IPS Officers.  Affiliates are encouraged to take a leading role in fielding candidates, in liaison with the Election Committee.  

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