Parents Allied with Children and Teachers

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PACT Charter School
7250 E. Ramsey Parkway
Ramsey, MN 55303
 205.1_Elections for Volunteer Committees
 Date created: 
 Committee Approval by: 
 Date Approved:  Reviewed:


 JPC  NA   2016-17
 BRD  20170302

General Election Procedure

  1. Elections shall be held annually in the spring for each elected position on a volunteer committee at PACT Charter School. Volunteer Committees include the Secondary Programming Committee, Elementary Programming Committee and all of their sub-committees. They exclude elected committees such as the School Board (BRD), the Personnel Committee (PRS), and the Budget and Finance Committee (BFC).
  2. Nominations for each elected position will be conducted during the March Committee meeting. All elected positions must come from the committee's current membership. If there is only a single nomination for the elected position, the Committee may accept or reject the nominee using a standard motion process during the March meeting.
  3. If there is more than a single candidate for a position, each candidate will have an opportunity to present a biography of themselves during the scheduled April Committee Meeting and the Election shall be held during the scheduled May Committee Meeting, unless otherwise approved by the Committee.
  4. There will be no Absentee Ballots accepted for elected positions on volunteer committees.
  5. The election officials will be responsible for the counting of ballots (unless there is only one candidate, which will be determined by a standard voting procedure).
  6. The election officials shall be the Committee Chair, the Committee Vice Chair, and the Committee Secretary, unless any of them are a nominee for the position being voted upon. In this situation, the Committee will approve a motion to appoint another Committee Member as an election official.


Voting Eligibility

  1. Any member of the Committee eligible to vote as of the meeting where the votes are conducted shall have one vote.
  2. All employees, either members by position or by membership, shall have one vote. Under no circumstances will a person be able to cast more than one vote.


Voting Procedure

  1. One ballot sheet, will make up a ‘Ballot’.
  2. One Ballot will be provided to every eligible voter during the Committee meeting.
  3. Ballots will be turned into the election officials at the Committee meeting.
  4. Write in names will be allowed on the ballots.


Counting Procedures

  1. Counting will be conducted by the election officials immediately following the committee meeting adjournment.
  2. Invalid ballots will be kept separate and tallied at the end by the election officials. Reasons for invalid ballots include:
    1. Unclear voting intention
    2. Not an official ballot
    3. Marking more than one candidate for any one position
    • Note: If the intent is clearly marked on the ballot and the election officials unanimously agree on the validity of the ballot, it may be considered valid.
  3. Each election judge will tally each ballot. Disputed ballots shall be considered valid when/if all election judges reach a unanimous agreement over the dispute. If all counts do not agree, they will be recounted.


Determining the Election Winners

  1. The candidate(s) with the highest number of votes win.
  2. In the event of a tie for an elected position, a run-off election shall be held at the next meeting using the same procedures as the standard election.
  3. The vote tallies for each candidate will be certified during the next committee meeting and election results (winners only – no tally numbers) will be published in the next committee minutes.


Mid-year Vacancies

  1. In the event that an elected member vacates their position, the non-elected individual receiving the next highest number of votes in the past election (in consecutive order) shall be asked to complete the term. If there is no one qualified or willing to serve from the election results, the committee shall appoint another qualified person to serve until the next election.
  2. In the event that there are no qualified and/or interested candidates to fill the position, the committee should confer with administration regarding ways to cover the void until the next election cycle.


Schedule of Election (conducted during the scheduled Committee Meetings)

  1. FEBRUARY – Call for nominations for each elected position.
  2. MARCH – Nominations for the elected positions will be taken during the scheduled Committee Meeting and published in the Committee Meeting Minutes.
  3. APRIL – If there is more than one nomination for an elected position, each nominee will have the opportunity to address the committee and present their autobiography.
  4. MAY – Ballots will be distributed, votes are cast before the end of the meeting and counted immediately following the meeting. The winner is confirmed and published in the next committee meeting minutes.
  5. ASSUMPTION OF OFFICE – Newly elected officers attend June (if one is held) meeting as “officers in training” and are inducted at the August Meeting. New officers are requested to attend all meetings between their election and their assumption to office so that they can make informed decisions. Officers holding outgoing elected positions are asked to attend the June, August, and September meetings to assist with the transition until new business is addressed. Induction will take place prior to New Business at which point outgoing officers voting privileges will be based on their committee attendance.