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\adopted{9 November 2018}
%\DRAFT % 22oct18

\title{TUG Election Procedures}
\mantopic{TUG Election Procedures}

\begin{document}
\maketitle

\tableofcontents

\newpage\widowpenalty=10000\vbadness=3500

\section{Background and history}

Prior to 1991, elections were held during the business meeting of the
TUG annual meeting.  According to the Bylaws in effect at the
beginning of 1991, elected positions comprised four officers:
President and Secretary (to be elected in one year of a two-year
cycle), Vice~President and Treasurer (to be elected in the alternate
year).  Members of the Board of Directors were appointed by the Board,
not elected.

Discussion began in September 1990 concerning the possibility of
having all Directors elected by the full membership, and conducting
elections by mail to ensure equal rights for all members.  At the
March~1991 and July~1995 Board meetings, relevant changes to the Bylaws
were approved, among them
\begin{enumerate}
\item reduction of the size of the Board to 15 elected Directors, plus
  the President, plus the non-elected (international) Special Directors
  (these Directors were the Presidents of other \TeX-based membership
  organizations: GUTenberg, DANTE e,V., UKTUG, etc.; this position was
  eliminated in 1995, as the number grew disproportionately in relation
  to the number of elected Directors);
\item a requirement that the Vice~President, Secretary and Treasurer
  be current Directors, and a provision that they be appointed by the
  Board rather than elected by the membership;
\item provision for election of these 15 Directors and the President
  by written mail ballot.
\end{enumerate}
An Election Procedures Committee was appointed to develop procedures
for TUG elections and to devise a plan for implementing the first
by-mail election in 1991.  The first draft of the procedures in this
document was the result of that Committee's work.

After the first election and Board meeting, some flaws in the procedures
and weak points in the underlying philosophy became obvious.  An ad hoc
committee was assigned to propose revisions based on current experience.
Two principal changes were made.  The first was to provide for a full
Elections Committee rather than one with responsibility only for
Election Procedures.  The second change was to the schedule, moving
the start of the term of office from January~1 to the beginning of the
annual meeting of the \BoD, permitting the first meeting of the incoming
Board to occur at the annual meeting.  Interim procedures, to span the
two years needed to complete the terms of incumbent officials, were
provided.

Although approval of the procedures failed to be placed on the Board
agenda for several years, the procedures were followed and further
modified to deal with previously unforeseen contingencies that did
occur during election cycles through 1995.

The procedures that governed the 1995 election were adopted by the Board
at the 1995 meeting (Motion 95-7).  At that same Board meeting, the
proposal was set forth to change from an annual to a biennial election
schedule, in part to decrease the expense, and to change the length of
the Board term to four years, with the term of the President remaining
at two years.  After discussion, it was decided to remain with the annual
schedule for the 1996 election, and include a referendum on that ballot
to adopt the change or not.  In the event, not enough candidates came
forward in 1996, and no referendum was held.  At the 1996 meeting, and
by e-mail following the meeting, the intention to institute a biennial
schedule was affirmed, and the 1997 election was announced on that basis.

A number of election cycles passed with no need for a ballot, since
the number of nominees did not exceed the number of open positions,
and no referenda were pending.  The possibility of electronic voting
was raised, but it was not until a members area was established on the
TUG web site that this became feasible.  In 2015, an election was
required, as there were two candidates for president; electronic voting
was employed, and this experience has informed the subsequent update.

Further modifications since 2015 are minor, as follows:
\begin{itemize}
\item Regularization of the electronic voting procedure, with paper ballots
  available only on request from the TUG office or by download from
  the online TUG voting area.
\item Clarification of a candidate's eligibility, in particular for
  the case of a joint member.
\item Specification that Directors from both election cycles must be
  present on the Committee.
\item Updating of the election schedule as appropriate.
\end{itemize}

This draft of the procedures is intended to become operational for
the 2019 election, upon adoption by the Board.


%%%%
%\newpage

%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%

\section{Introduction}

These election procedures are empowered by Article~VII, Section~5,
of the \TUG{} Bylaws.  Changes to these procedures require approval by
the TUG \BoD{} in order to take effect.

\subsection{Scope}

These procedures shall govern all aspects of elections for those TUG
offices for which a formal ballot is mandated by the Bylaws,
and for any other purpose (such as referenda) for which a ballot
is required.  Aspects covered include scheduling, announcements,
nomination requirements, ballot preparation,
qualifications for voting, tallying of ballots, certification and
announcement of results, and fallback procedures in the event of an
insufficient number of candidates.

These procedures must conform to the TUG Bylaws; in case of conflict
between these procedures and the Bylaws, the Bylaws govern.

\subsection{Definitions}

The following definitions apply:
\begin{description}

\item[AGM]
  The business meeting, as opposed to the annual technical conference.

\item[Ballot form]
  This form contains, for each office to be voted on
  in the current election, a list of candidates, ordered by lot, with
  a marked area by each candidate's name to be selected by the voter.
%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%
%
%  reconsider for 2019
%  \\
%  \textbf{***** For discussion:}\\
%  \emph{An alternative has been suggested, showing options ``Yes'',
%  ``No'', and ``Don't care''.  This is the method adopted by DANTE, as
%  reported by Klaus H\"oppner.  Candidates with more ``No'' than ``YES''
%  votes are dropped from consideration. *****}\\
%
%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%
  The form may also contain a list of referenda, with two options
  for each referendum listed, one labeled ``Accept'' and the other
  ``Reject'', to be selected according to the voter's preference.
  A printed ballot, to be returned by postal mail, will be available
  upon request to the TUG office, or downloadable from the online TUG
  voting area.  Marks on the printed
  forms or electronic selections will be tallied by the teller to
  determine the outcome of the election.  The ballot form as distributed
  will not carry any means of identifying a particular voter.

\item[Ballot materials]
  The ballot materials consist of a ballot form and an information brochure.

\item[Candidate]
  A candidate for an elected TUG office is a current member of TUG who
  meets the qualifications for the office sought and has been nominated
  for that office in accordance with these procedures.

\item[Committee]
  An Elections Committee, appointed by the TUG \BoD, is responsible for
  overseeing the conduct of elections, for maintaining these procedures,
  and for other tasks as specified herein. Directors from both election
  cycles (the two-year alternating schedule for the four-year Board
  terms) must be present on the Committee.

\item[Committee chair]
  The chair of the Elections Committee may delegate responsibilities
  to any other member of the committee or Board member
  as appropriate to ensure that a task is carried out on schedule.  
  Tasks not requiring Board authority may be delegated to the TUG office.
  Any duty ascribed to the chair may be carried out by such an appointee.

\item[Current member]
  A current member of TUG is a named individual
  whose dues are fully paid for the year in which the election is held.
  Institutional members must have named specific individuals in order
  for those individuals to be eligible to participate in elections or
  referenda.  A generic name such as `Library'
  does not qualify as a current member for election purposes.
  Current membership is a minimum requirement for eligibility to be
  nominated for office or to cast a ballot.

\item[Fallback procedure]
  In the extraordinary event that no candidate for President comes forward
  to be placed on the ballot, voting for Board members will proceed as
  planned, but the period for announcing candidacy for President will be
  continued through the beginning of the annual conference.  Candidates for
  President will then make their statements in person to the membership at
  the AGM, after which the voting will take place.

\item[In good standing]
  This means that a member's dues have been paid for the period specified.
  For a member signing for a candidate, it is the year in which the form
  is signed or, in the case of a candidate, both the year in which the
  form is signed and the year in which the office will take effect.

  Joint members of TUG and another user group are also in good standing
  if their dues have been paid for the previous membership year, and they
  have confirmed that they will continue their joint membership in the
  current (election) year.  (Rationale: often joint membership payments
  between user groups do not happen until late in the year, so requiring
  that they be remitted to TUG by the nomination deadline would not be
  reasonable.)

\item[Information brochure]
  The information brochure is an overview prepared for distribution
  to members as part of the ballot materials.  It is intended to
  provide sufficient information about each candidate and/or referendum
  to permit voters to make an educated choice.  For each candidate it
  identifies the office sought and contains a passport-style photograph,
  a biography and a personal statement provided by the candidate.
  Specific requirements concerning the biography and statement appear
  elsewhere in these procedures.
  For each referendum, the brochure contains the full statement of the
  question to be voted on along with the statement of support submitted with
  the question and a statement giving the position of the Board, if different.

\item[Nomination petition]
  A completed nomination petition is the method
  by which a candidate may be nominated for office.
  A nomination petition form will be made available, both published in
  \TUB\ and online, for every election.

\item[Office]
  TUG elective offices are those of President and Director.  Other
  offices (Vice President, Secretary, and Treasurer) are appointed
  by the Board of Directors.  (Bylaws, Article~VII, Section~4.)

%\item[Return envelope]
%  An envelope addressed to the teller will be
%  provided as part of the ballot materials.  On the back of this
%  envelope will be affixed a label identifying the member to whom the
%  ballot was sent.

\item[Teller]
  The teller for an election is the disinterested person
  or organization that certifies and counts the ballots, tallies the
  votes, and delivers the results to the proper authority for notifying
  the candidates and announcing the results to the membership.

\item[TUG journal of record]
  Announcement of the results of an election are published in \TUB.

\end{description}

%%%%
%\newpage

%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%

\section{Frequency and timing}
\label{sec:timing}

An election will be held every odd-numbered year.  

The President's term will be no more than two years.  (Bylaws,
Article~VII, Section~4.)

The number of Directors will be no more than 15. (Bylaws,
Article~IV, Section~2.)  However, the actual number may be less, as long
as it does not fall below 50\% of the specified number.  (Bylaws,
Article~IV, Section~7.)  The number of open positions shown in the election
announcement (see Section~\ref{subsec:announce}) should be calculated as the
number \emph{at the time of the announcement}, irrespective of whether
a continuing Board member decides to become a candidate for President.
%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%
%
%  reconsider for 2019
% In the event such a candidate is elected President, this will leave one
% Board position open \emph{as of the start of the AGM}.  This open position
% may be filled at that time by the incoming President after taking office;
% it may, but need not, be filled from the residue (if any) of unsuccessful
% candidates.
%
%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%

All Directors will be elected for four-year terms.
(Bylaws, Article~IV, Section~6.)
Approximately half the agreed number of Directors will be elected at each
election, or the number that will bring the total to the agreed level.

All terms of office begin at the opening of the AGM
following the election, and run until the opening of the AGM
following the last year of the term.  Elections must be
scheduled so that the results will be known and the newly-elected
President and Directors can be notified before their terms begin to
permit arrangements to be made for attending the meeting; see
Schedule,~\mbox{\ref{ap:sched}}.

Both outgoing and incoming officials are to be encouraged to
participate in a Board meeting associated with the AGM,
in order to effect a smooth transition.
However, under normal circumstances, only the incoming and continuing
officials may vote at such a Board meeting.

In the event that there is no candidate for President to place on the
ballot, the fallback procedure will apply:  All Directors, outgoing,
continuing and incoming, will meet to prepare for the AGM;
the ``old'' Board will vote on matters that cannot be deferred until
the new President, elected at the AGM, can assume office.

\medskip

An outline schedule appears in \ref{ap:sched}.

\subsection{Announcement of election}
\label{subsec:announce}

Announcement of the election will be published in the last
issue of the TUG journal of record for the year preceding the election.
A pre-announcement may be included in an email
newsletter to all members.  The announcement will consist of two parts:
\begin{enumerate}
\item an informative article, signed by the chair or another member of
  the Elections Committee, stating
  \begin{enumerate}
  \item what offices are open for election;
  \item number of open positions on the Board (see Section~\ref{sec:timing}
    regarding calculation of this number);
  \item eligibility requirements for candidates;
  \item the election schedule;
  \item instructions for filling in and returning nomination petitions;
  \item additional items that are required from candidates, namely a
    photograph, a biography, and a personal statement;
  \item encouragement to participate in the election, as either a
    candidate or a voter;
  \end{enumerate}
\item a copy of the nomination petition form.
\end{enumerate}

The announcement should also be distributed to all members by email,
sent to the major \TeX-related electronic discussion lists,
and posted on the TUG web site.

The exact deadline (date, time of day, and time zone), for receipt of
nomination forms in the TUG office should be included in the TUG
calendar published in the TUG journal of record and on the TUG web site.

Previous announcements and nomination petition forms are available in
\TUB, posted online under
\url{tug.org/TUGboat/Contents/listkeyword.html\#CatTAGTUGBusiness}, and
also at \url{tug.org/election}.


%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%

\section{Nomination}

Nominations are governed by the Bylaws: Article~IV, Section~6 pertains
to Directors; Article~VII, Section~3 pertains to the President.

Only one method of nomination is recognized: nomination by petition.

\subsection{Eligibility}

A potential candidate must be a current TUG member in good standing.  This
implies that the member's dues have been paid for the year in which the
election is being held, as well as the year in which the candidate would
take office, by the deadline for submission of nominations.

There is no restriction on the class of membership.  Thus a candidate
may be an individual member, an individual named by an institutional
member, or other individual in a special membership category (e.g.,
student or senior).

%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%
%
%  reconsider for 2019
% \smallskip
% \textbf{***** For discussion:}\\
% Given the recent incident in which the President was suspended, it
% seems prudent to ask whether more stringent eligibility requirements
% might be applied to that office.  Possibilities include a requirement
% for a continuous period of membership in good standing (say 3--5 years),
% a statement to the effect that there are no conflicts of interest, \dots.
% It has also been suggested (Boris) that a candidate for president should
% have prior service on the board.
% Other suggestions?\\
% \centerline{\textbf{**********}}
%
%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%

\subsection{Nomination by petition}

A petition for nomination must be signed by the candidate and by
two other TUG members in good standing.  The completed nomination
form must be received at the TUG office by the published deadline,
which should be at least 15 days prior to the election.
No exceptions to this timing or the requirement for complete
nomination forms, including signatures and material to appear on
the ballot, will be allowed.

\subsection{Nomination petition forms}

A nomination petition form will be prepared under the direction of the
Elections Committee for each election.
The form will be published in the TUG journal of record;
additional copies of the form will be available from the TUG office
and in electronic form from the TUG web site.

The nomination petition form will contain at least the following
information:
\begin{enumerate}
\item year of the election, starting date of the term of office, and
  ending date or length of term;
\item a space in which to indicate the office being sought, or
  identification of the office if only one is open for this election;
\item a space for the candidate's name;
\item statement that the candidate accepts the nomination and space
  for the candidate's signature affirming this statement;
\item spaces for the appropriate number of signatures required for
  support of candidacy, and a statement that all signers must be
  current TUG members in good standing;
\item summary instructions for filling out and submitting the form,
  including deadline for receipt of the form and
  supplementary ballot information at the TUG office.
\end{enumerate}

Not all information need appear on a single form; signatures may be
on separate forms as long as the name of the candidate and the office
are clearly identified.  Forms may be returned by postal mail, fax,
or scanned and sent by email.

\subsection{Materials to be supplied by candidate}
\label{sec:materials}

In addition to the signed nomination petition, each candidate must
supply the following:
\begin{enumerate}
\item Photograph of the candidate.  The photograph of the candidate
  should be passport style, showing the candidate's head and
  shoulders.  JPEG format is best.
\item A brief biography.
\item A personal statement from the candidate.
\end{enumerate}
The length of the combined biography and statement must not exceed
400 words.  This must be stated very clearly in requests to candidates
for the information.  The Committee can assist the nominee in
achieving the required length, if approached prior to the deadline.

Submission of photos and text is best accomplished by email; fax or
postal mail submission is also accepted.  Plain text is best,
preferably 7-bit ASCII with \TeX\ control sequences for accents.

\subsection{Acknowledgment and verification of\\ nomination materials}

Upon receipt of nomination materials, the TUG office will immediately
complete and return to the nominee the Nomination Acknowledgment Form
(see \ref{ap:formletter}).  As soon as possible, ideally within one
working day, the office will
forward a copy of this form plus the biography/personal statement to
the chair or other designated Committee member by e-mail or fax.

Eligibility, i.e., current membership, is to be checked in the database
by the TUG office staff;
in the case of a joint member, current membership
status will be confirmed with the responsible authority
of the other group if necessary.
Other required items should also be checked
by the office staff, with questions referred to the Committee.

In cases where a supporting name on the form matches a name in the database
but the dues for that individual are not up-to-date, the second form letter
in \ref{ap:formletter}, requesting immediate renewal of membership, must
be sent to that individual within one working day by the TUG office.

In cases where a name that appears on the form is not exactly matched
by a current member's name in the database, a copy of the form and
membership information for names that most closely resemble the
questioned name on the form are to be forwarded to (a designated
member of) the Committee for a ruling and suitable action.

If the candidate information is not received by the announced deadline,
the TUG office staff is to notify the Committee, who are responsible
for informing the nominee that the nomination must be considered void.
Copies of all correspondence, from both the TUG office and the Committee,
concerning attempts to obtain information, are to be placed on file in
the TUG office.  The Elections Committee, in such a case, will provide
the Executive Committee with a short report.

\subsection{Shortfall of Nominations}

In the event of there being the same number or fewer nominations as
vacancies, all candidates nominated shall be declared elected without
a formal ballot, and announcement to that effect shall be made in
accordance with Section~\ref{sec:acting}.

In the event of there being fewer candidates for the Board than
vacancies, additional Directors may be appointed by the incoming
President in accordance with the Bylaws (Article IV, Section~7).

In the event of there being no candidate for President, the election
for the Board will proceed.  Election of the President will revert
to the fallback procedure.

\subsection{Fallback procedure}

When there is no candidate for President by the ballot deadline, the
position will be omitted from the ballot, and the period for announcing
candidacy will remain open until the first day of the annual meeting.
Any candidate for President under this procedure \emph{must} attend
the annual meeting and the AGM\@.  An announcement of the extended period
will be made as soon as the situation is known; such an announcement will
be included with the ballot, and posted to all the same venues as the
original announcement of the election.

Late candidates for President must deliver their nomination form to
(a designated member of) the Elections Committee for validation prior
to the start of the annual meeting; this requirement is waived if a
candidate for the Board decides to become a candidate for President.

Candidates for President through this procedure will present their
statements in person to the membership at the AGM\@,
after which voting will take place by paper ballot.  If there is only
one candidate, the office will be awarded by acclamation.


%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%

\section{Preparation and distribution of ballot~\mbox{materials}}

Ballot materials are to be prepared by the TUG office staff, with
assistance, if necessary, from the Committee.  The final copy of the
ballot materials is to be checked by (a member of) the Committee
before public release.

\subsection{Ballot form}

The ballot form may consist of one or two parts, as necessary:
\begin{enumerate}
\item election of officials;
\item referenda.
\end{enumerate}
The ballot form should contain only the following:
\begin{enumerate}
\item title(s) of the office(s) for which the election is being held,
  each title followed by the names of the candidates for that office;
\item title and short descriptive statement for each referendum item;
\item summary instructions for completing and returning the ballot;
\item deadline for receipt of a completed ballot in order for the
  ballot to be counted;
\item the address to which the marked ballot form is to be sent.
\end{enumerate}
%If the back of the ballot form is not needed for this information,
%it should remain blank.

%\centerline{\textbf{***** For discussion *****}}
Names of the candidates for an office are to be ordered randomly, with
the order chosen by lot.  An appropriate symbol, such as an open square,
in which the voter can make a selection, is to precede each name listed.
Instructions for marking votes must be given at the top of the ballot form.



For each office, the maximum number of candidates to be voted for
should be indicated clearly.

Referenda, if more than one, are to be arranged in an order
determined by the Committee.

For each referendum, the title is to be preceded by two open squares,
the first marked ``Accept'', the second, ``Reject'', in which the
voter's choice is to be indicated.

\subsection{Information brochure}

The information brochure is to be prepared for posting by the TUG
office staff, with assistance, if necessary, from the Committee.

The information brochure is to contain information on returning the
ballot, including the return address and the date by which the completed
ballot must be received in order to be counted.  It must be stated that
only one ballot will be accepted; if both paper and electronic ballots
are returned, only the electronic vote will be counted.  (A mechanism
will be put in place to prevent more than one electronic ballot from
being voted.)

The information brochure will contain, for each candidate, a photograph,
a biography, and the candidate's statement. The requirements for these
are given in Section~\ref{sec:materials}, ``Materials to be supplied by
candidate''.

Photographs will be printed in black and white in an appropriate size
in \TUB, and posted as provided on the TUG web site.

In the brochure, candidates are to be listed alphabetically, with a
separate list for each office on the ballot.

Candidate information will be formatted in a uniform manner.  Editing
will be done only to insert tags required for proper processing
or to correct spelling.  If there are any questions, the Committee
will be the final arbiter.

The information brochure will also contain descriptive information for
each referendum on the ballot.  The text of this information is to be
certified by the Committee; it may be proposed by the sponsor, or it may
be drafted by a TUG member familiar with the intent of the referendum.
If the Board wishes to take a position on a referendum question,
text may be provided by the Secretary or by another Board member assigned
by the President.

%\subsection{Return envelope}
%
%The address of the teller will be printed on the front of the return
%envelope.  Postage will not be provided (i.e., this will not be a
%business reply envelope), but a message such as ``Place postage here''
%should be printed where the stamp should be affixed to avoid confusion.
%
%A label with the member's name and address will be affixed to
%the envelope to permit the teller to match the returned ballot
%with a list of eligible voters.
%
%\subsection{Mailing}
%
%Ballot materials are to be mailed first class, in a separate mailing.
%
%The outside envelope should carry the notation ``Ballot enclosed''.

\subsection{Electronic voting}

The Committee is responsible for preparing the necessary material to
support voting online.  This includes the same information as in the
"Information brochure" section above, suitably formatted, and an
electronic form for submitting votes, to be accessible from the members
area of the TUG web site.

% I say "should" because in the case of a bug that does allow multiple
% votes, we don't want open the door to disallowing any electronic votes.

The form should not allow a given member to vote more than once, and
should clearly indicate whether a member has already voted (but not
necessarily the contents of the vote).

The contents of submitted voting forms should be transmitted, encrypted,
to the teller, and not logged in human-readable text on the server.  In
general, the form should not log more than the bare minimum to achieve
the necessary feedback.

%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%

\section{Counting the ballots}

The TUG office will make arrangements for a disinterested person or
organization to serve as teller for the election.  (The TUG accountant
may be authorized to serve in this capacity.)  Ballots will be returned
directly to the teller, and will not be handled by anyone associated
with TUG until the results of the election have been certified by the
teller.

The teller is expected to develop appropriate procedures for tallying
votes.  However, the following instructions are to be incorporated into
those procedures.
\begin{enumerate}
\item A mechanism will be put in place to prevent more than one
  electronic ballot from being voted by a member.
%\item The member's name and address must appear on the return envelope.
%  If the envelope is not the one supplied with the ballot materials,
%  the name and address must be checked for validity against the TUG
%  database, and additionally against the other returns to ensure that
%  there is no duplication.
\item There will be a procedure for identifying the member submitting
  the ballot, while not associating this information with the actual vote.
\item Ballots received after a cutoff date specified by the Committee
  are to be set aside and tallied, but the votes not counted.
%\item The Committee may specify a cutoff date for receipt of ballots
%  sent by postal mail that allows a reasonable time for delivery, but
%  does not unduly delay the completion of the vote count or announcement
%  of election results.  Ballots received after such a cutoff date,
%  regardless of when they were mailed, are to be set aside and tallied, but
%  the votes not counted.
%\item If both paper and electronic ballots are received from the same
%  member, only the electronic ballot is counted.
\item In case of multiple ballots from the same member, whether
  electronic, physical, or both,
  only the first electronic vote will be counted.
% all the ballots from that member are
%considered spoiled, and not counted.  \textbf{***** discussion needed}
%% the first one received is to be counted.  
\item Replacement ballots will be available from the members area of the
  TUG web site, or on request from the TUG office.
\item Any ballot on which more votes are cast than the maximum permitted
  for any office are to be eliminated from the tally for that office.
\item For President, the winner shall be the candidate for that office
  who receives the most votes.
\item For Directors, the winners shall be the appropriate number of
  candidates for that office who receive the greatest number of votes,
  in descending order.
\item For referenda, the position (``Accept'' or ``Reject'') receiving
  the greatest number of votes wins.
\item In the event of a tie, the winner shall be chosen by lot, by the
  teller.
\end{enumerate}

The teller will inform the TUG office of the results as soon as the
tally is complete, and the office will immediately forward the results
to the Elections Committee.

%\centerline{\textbf{***** still relevant? *****}}
%In addition to the formal tally of votes, the teller is to be requested
%to compile demographic data, in particular, a tally of the geographic
%areas from which ballots were returned.


%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%

\section{Acting on the results}
\label{sec:acting}

The Elections Committee will prepare a notice and forward it to the
successful candidates informing them of their election.

The Committee will prepare letters from the current President to the
unsuccessful candidates, thanking them for participating in the
election and inviting them to remain active members.  These letters
will be forwarded to the President for signature and mailing.

After the candidates have been notified, a message announcing the
election results will be sent by
(a member of) the Elections Committee to the Board
electronic mailing list, with a request to Board members to keep the
information confidential until the official announcement has been
made by a representative of the Elections Committee.

The chair of the Elections Committee
will prepare an announcement with the election results
for the next issue of the TUG journal of record and forward it to the
editor(s) for publication.

The chair of the Elections Committee will prepare an announcement
suitable for electronic dissemination and send it to the principal
\TeX-related mailing lists that are not associated with specific user
associations other than TUG, in particular \verb|TeXhax| and
\verb|comp.text.tex|.

The chair of the Elections Committee will direct that the
Board electronic mailing list be updated to include the newly
elected officials.  If a new President has been elected,
the Executive Committee list should also be updated.  A notice should be
sent to the Board list announcing the update, and welcoming the
newcomers to the list.  It should state that the newcomers are welcome
to participate in discussions but that they may not vote until their
new terms begin, and give that date.


%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%

\section{Summary of responsibilities}

\subsection{Elections Committee}

The Committee is responsible for
\begin{enumerate}
\item developing and maintaining these election procedures;
\item creating the schedule for the election; this may depend on the
  dates of the annual meeting;
\item preparing an announcement of the election for
  the TUG journal of record;
\item preparing the nomination petition form for publication in
  the TUG journal of record to accompany the first announcement;
\item assisting the TUG office in validating eligibility of candidates
  and supporting signers in cases where names on nomination petition
  forms do not agree with member names in the database;
\item assisting the TUG office in obtaining satisfactory ballot
  statements from candidates;
\item preparing the electronic voting materials;
\item checking the ballot materials before posting and distribution;
\item notifying the Executive Committee, the incumbent Board,
  and the successful candidates of the election results;
\item preparing letters for the President to send to the
  unsuccessful candidates, and delivering these letters to the President
  for signatures and mailing;
\item adding the addresses of the new officials to the appropriate
  mailing lists;
\item preparing an announcement of the election results for
  the TUG journal of record and delivering it to the editor(s);
\item preparing and distributing an announcement of the election
  results via the principal \TeX-related electronic discussion lists;
\item preparing and submitting a final report to the Board.
\end{enumerate}

\subsection{TUG office}

The TUG office is responsible for
\begin{enumerate}
\item supplying additional nomination forms to prospective candidates
  on request;
\item receiving and acknowledging nomination petition forms, and
  validating eligibility of candidates and supporting signers,
  including joint members;
\item obtaining photographs and statements from the candidates, and
  preparing copy for the ballot and information brochure;
\item arranging for the teller;
\item distributing paper ballots on request;
\item maintaining complete files of announcements, correspondence,
  and other documents related to the election; such documents may be
  kept in paper and/or electronic form, as appropriate.
\end{enumerate}
If problems arise at any step, assistance is to be requested from the
Committee.

\subsection{Incumbent officers and Board}

The President is responsible for
\begin{enumerate}
\item signing letters prepared by the Elections Committee to the unsuccessful
  candidates and mailing them.
\end{enumerate}

\noindent
(A representative of) the Executive Committee is responsible for
\begin{enumerate}
\item sending a message to the Board electronic mailing list after the new
  names have been added, welcoming the newcomers and stating their
  privileges and responsibilities.
\end{enumerate}

\noindent
The \BoD{} as a whole is responsible for
\begin{enumerate}
\item appointing the Elections Committee;
\item approving the election procedures document and subsequent updates.
\end{enumerate}


%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%

\newpage

%Appendices
\appendix

%\setcounter{section}{0}

\section{Schedule}
\label{ap:sched}

The schedule below is relevant to the 2019 election and annual meeting.

Most dates are given relative to the deadline for receipt of nomination
forms, designated below as ``N''.  The duration specified for a step
is the minimum allowable.  Thus the cumulative duration may not yield
the dates shown; however, the dates shown are either known (e.g.,
the date of the annual meeting) or the intended target dates for each
step.

The location at which items must be received by the various deadlines
is assumed to be the TUG office unless specified otherwise.

It is good to allow substantial time between the notification of results
and the annual meeting, if possible, so that candidates may have a
reasonable chance to make travel arrangements.

\begingroup
\vspace{\baselineskip}
\renewcommand{\arraystretch}{1.25}

\begin{tabular}{ll}
first announcement reaches members       & no later than December 1\\
deadline for receipt of nomination forms & 7am US/Pacific, March 1 $=$ N\\
\parbox[t]{2in}{deadline for receipt of\\
%  \strut\qquad candidate information}    & $\rm N+1$ week\\
  \strut\qquad candidate information}    & March 1 $=$ N\\
\strut{}ballot final copy posted         & March 11 $\approx\rm N+1$ week\\
ballot available to members              & March 11 $\approx\rm N+1$ week\\
(delivery and voting period)             & 5 weeks, minimum\\
\parbox[t]{2in}{deadline for receipt by teller\\
  \strut\qquad of marked ballots}        & April 26 $\approx\rm N+8$ weeks\\
\strut(vote counting period)             & 1 week, minimum\\
\parbox[t]{2in}%                         
  {notification of candidates\\
   post results to \TeX-related lists}	 & \parbox[t]{1.75in}%
                                            {May 6 $\approx\rm N+9$ weeks\\
					     no later than 2 weeks\\
					     \strut\qquad prior to annual
					     meeting,
					     \strut\qquad preferably more}\\
annual meeting                           & August 10--12, 2019\\
announcement of election results         & \parbox[t]{2in}%
					   {first available issue of\\
					    TUG journal of record,\\
                                            \TeX-related electronic\\
                                            discussion lists}\\
\end{tabular}
\endgroup       % end scope of increased \arraystretch

\newpage

%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%

\section{Form letters}
\label{ap:formletter}

\subsection{Nomination acknowledgment}

\begingroup
\newcommand{\checkboxonly}{\mbox{\tt[\kern1em]}}
\newcommand{\checkbox}[1]{\mbox{#1\enspace\checkboxonly}}
\newcommand{\ynboxes}{\quad\checkbox{yes}\quad\checkbox{no}}

\setlength{\parindent}{0pt}
\setlength{\parskip}{.8\baselineskip}

\begingroup
%\setlength{\textwidth}{3.5in}
\hsize=3.75in
\setlength{\parfillskip}{0pt}

Date acknowledged:\enspace\hrulefill\null

Name of nominee:\enspace\hrulefill\null

\noindent\quad Eligibility:\hfill\<year> member:\ynboxes

\noindent\quad If no, reason:\enspace\hrulefill\null

Items received:\\
\null\quad Signatures:\hfil\checkbox{1}\qquad accepted:\ynboxes\linebreak[4]
\null\quad\phantom{Signatures:}%
     \hfil\checkbox{2}\qquad accepted:\ynboxes\linebreak[4]
\null\quad Photo:\hfill\ynboxes\linebreak[4]
\null\quad Biography/personal statement:\hfil\ynboxes

\endgroup
%  substitute for usual \<...> metacode, to be used in tabbing environment
\def\[#1]{$\langle${\it#1\/}$\rangle$}

\vspace{-10pt}
\begin{tabbing}
\checkboxonly\enspace\=Missing items\\
\> Missing items must be received in the TUG office by \[date and time
   and timezone].\\
\\
\checkboxonly\enspace Nominee's dues are unpaid.\\
\> Your dues payment must be received in the TUG office by \[date and
   time and timezone].\\
\\
\checkboxonly\enspace Signature of \makebox[1.75in]{\hrulefill} cannot be
   accepted because:\\
\> \checkboxonly\enspace Name does not match database records;\\
\> \checkboxonly\enspace \[year] dues not paid.\\
\> You may wish to submit another signature by \[date and time and timezone].\\
\\
\checkboxonly\enspace Length of biography/personal statement exceeds
   400 words.
%\> 40 lines of 72 characters length can be used for a quick estimate.
\end{tabbing}
\vspace{-10pt}

%%{\bf Materials received after indicated date or which do not comply
%%with the rules will not be used}.

\textbf{Failure to provide all required materials by the indicated date
  will render your nomination invalid.  No exceptions will be made.}

\endgroup

\subsection{Request for membership renewal}

\begingroup
\setlength{\parindent}{0pt}
\setlength{\parskip}{.5\baselineskip}

Date:

Dear \makebox[1.5in]{\hrulefill}

The \TeX{} Users Group Office has received a nomination for \<name>
which includes your signature supporting the nomination.

Our records show that your \<year> membership has not been paid.
You must be a \<year> member in order for your signature to be valid
on a nomination form.
Failure to comply with this rule may jeopardize the nomination.

The nominee has been informed that your signature does not qualify
for support of the nomination.

Please remit your dues payment for \<year> by \<date and time and timezone>.

\endgroup
\newpage

%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%

\section{Chronology and change history}
\label{ap:chronology}

This is a record of approval dates and changes to these procedures.
\begin{description}
\item[July 14, 1991] Board approval of preliminary outline
    on which this first draft is based
\item[July, 1992] Board approval requested for procedures governing
    a full Elections Committee and incorporating schedule changes
    moving the starting date of terms from January to July; deferred.
\item[July 1993] Board approval requested.  Changes include dividing
    the Board into three ``classes'' of five members each, with each
    class term being three years in a steady state.  Board did not
    consider the request.
\item[July 1994] Question inadvertently omitted from Board agenda; deferred.
\item[July 1995] Board approval requested.  Provisional approval given
    to carry out 1996 election according to draft as modified by hand
    at the meeting.
\item[January 1996] Manuscript amendments from July 1995 meeting
    incorporated into draft, with annotations; draft read for a sanity
    check and discrepancies removed.
\item[July 1996] Board approval to be requested; deferred.
\item[May 1997] Additions and modifications made to incorporate fallback
    procedures in the event of no candidate for President.
\item[July 1997] Board approval requested.  Action deferred owing to
    lack of voting quorum.
\item[\ldots] [More history possible.]
\item[December 2016] Extensive modifications to enable email voting.
    Revised schedule to account for annual meeting in spring, not summer.
    Board approval to be requested.
\item[January 2017] Clarifications to include requirement to state number
    of open positions in announcement, and method of determining that number.
    (Approved by Board, Motion 2017.1.)
\item[November 2018]\raggedright Clarifications for electronic voting, election
    committee membership, joint member eligibility, and that deadlines
    must include precise time and timezone. Example schedule
    updated for 2019. Formatting.
\end{description}

\end{document}
