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Committee outlines AGM roles, seeks updated NNE manual and bylaws
Summary
Committee members mapped tasks for the AGM and election season, agreed to assign responsibilities later, and asked staff to provide updated Nominations & Elections (NNE) manual, bylaws and RCW references.
Committee members spent the second portion of the meeting reviewing roles and tasks for the upcoming AGM and election season and asked staff to provide current governing documents so volunteers and staff can operate from a single, up-to-date repository.
The chair presented a draft list of higher-level tasks and suggested names for initial responsibilities; members said they will review the list and indicate which tasks they can take on at a future meeting when absent members (notably the committee's Gail and others) are present. Tasks included preparing outreach content, leading candidate forums, staffing the replacement-ballot desk at the AGM, representing the committee in the AGM counting room, and coordinating proofing and printing with the designated local printer (AMS).
The committee discussed logistics for candidate forums and the AGM. Members said collecting ballots from the ballot box and counting room should be done by multiple people for security and chain-of-custody. Several members also noted previous confusion about which version of the NNE manual and bylaws were current and asked staff to centralize the "official" copies with revision controls and dates.
The committee chair said he would ask General Manager Michael Bennett to provide the current Nominations & Elections manual, the association bylaws and the RCW references within roughly a week so the committee can review and confirm procedures. The chair said the committee has revised the NNE manual in prior years and that some revisions had not been formally approved; members asked administration to confirm which manual edition is official and to post the repository for committee access.
Members agreed the communications and training plan for any voting changes should be staged across multiple venues (the Views newsletter, e-blasts, social media and at candidate forums) and that the committee will revisit task assignments once absentees are available to help divide the work.
The chair closed the meeting after assigning follow-up to staff to deliver updated documents and to report back after the Unilect meeting.
