Civic Organization Election Regulations

Whether it is a local service club or a fraternal society, civic organization elections are like association elections–they must establish and follow a set of regulations or bylaws. Regulations for civic organizations should include details on the guiding principles of the election processes, a timetable, nominations procedures, balloting and election procedures, and guidelines for election results notifications.

Each organization will have its own unique guidelines, regulations, and procedures. Following these regulations can improve voter participation in civic organization elections because voters will trust that election leadership will honor their votes and let their voices be heard. However, each organization must follow its bylaws consistently in order to earn that trust from its voters.

Trends in community organization elections in Australia and all over the world should not impact an organization’s existing regulations unless the proper procedures are taken to amend existing ones.

Common Election Regulations for Civic Organizations

While every organization has its own unique regulations, all civic organizations should include verbiage and details on the following:

Guiding Principles

Guiding principles should be a short list of a few values the civic organization swears to uphold no matter what amendments are made to the procedures or bylaws. These guiding principles should help the organization develop strong practices as it elects members to its governing bodies. 

A few examples of this include:

• Balloting is secret.
• Each candidate runs for a specific chair or office.
• The nominating committee recruits candidates for the ballot.

These guidelines are typically simple and involve integral pieces to the election process.

Timetable

A strong timetable for an election involves counting back from the date of the election or the date of the results announcement. Timelines typically include: when the nominating committee (if any) initiates a call for nominations, a date when nominations ends, candidate selections by the committee, when the organization sends out ballots and candidate materials to voters, deadlines for ballot submissions, when the ballot count occurs, and the results announcement.

Nominations

Many organizations choose to select a nominating committee which selects the candidates who will run for office in the civic organization. These committees are typically more than one person, but may have a chair or organizer leading the committee. 

Each organization will have its own protocols for how nominations are submitted. Some require written submissions from the potential candidates themselves, while others require nominations from other members. Whichever route the organization chooses, it must stick to that same standard for all candidates.

Balloting

The balloting section of the regulations handbook should explain how ballots will be given out, how many votes per member may be submitted, instructions for ballot submissions, and the deadline for ballot submissions.

Election Procedures

Election procedures will also vary from organization to organization, but will usually include information on the counting team, procedures for ballot handling, and counting. Typically, the nominations committee does not count the ballots. More than one person should count the ballots so there is a way to verify the count.

Notification of Election Results

Each organization should include verbiage about who receives the results of the election first and when that information is announced to the entire civic organization. Many organizations will also include information about recounting procedures and how to proceed if the election’s integrity is called into question.

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No matter what an organization needs for its elections, ElectionBuddy has the capabilities to turn that vision into a reality. Ready to get started for free? Contact ElectionBuddy today to schedule a complimentary demo!