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1)
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These election procedures are to be read in
conjunction with the latest Rules and Regulations of
the Institute of Electrical and Electronics
Engineers (USA) - Singapore Section which have been
registered with the Registrar of Societies,
Singapore. |
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2)
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In the event of a conflict between these election
procedures and the latest Rules and Regulations of
the Institute of Electrical and Electronics
Engineers (USA) - Singapore Section then the latest
Rules and Regulations of the Institute of Electrical
and Electronics Engineers (USA) - Singapore Section
shall take precedent. |
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3)
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The incumbent Section Committee will appoint an
Election Committee at least 30 days prior to the
AGM. It will be the responsibility of the Election
Committee to make the necessary arrangements for the
Election. The Election Committee will comprise of as
little as two and a maximum of three IEEE members.
No member of the Election Committee shall be allowed
to stand for election for the next Section Committee
nor will they be allowed to nominate any candidates
by petition. |
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4)
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The Election Committee will elect one of their
number as the Election Returning Officer and it will
be the responsibility of the Election Returning
Officer to ensure that the election of candidates
for the IEEE Section Committee is fair and unbiased.
The Election Returning Officer appointed for the AGM
will be unable to stand as a candidate for the IEEE
Section Committee that is to be appointed at the
AGM.
The Election Returning Officer will be unable to
nominate candidates for election to positions on the
IEEE Section Committee that is to be appointed at
the AGM. |
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5)
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The Election Returning Officer will appoint up to
three persons to act as Election Tellers for the
ballot.
The Election Returning Officer will check the ballot
boxes and when satisfied will then seal the ballot
boxes. The ballot boxes will only be unsealed by the
Election Returning Officer prior to the commencement
of voting. |
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6)
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The election of officers for the IEEE Section
Committee will consist of individual elections for
the posts of Chairman, Deputy Chairman, Honorary
Secretary, Honorary Treasurer and for Committee
Members. A maximum of four Committee Members can be
elected. |
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7)
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All voting members of good standing of the IEEE
Singapore Section, with the exception of the
Election Returning Officer and the Election Tellers,
if they are members of the IEEE, will be allowed to
vote at the AGM. |
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8)
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All ballot papers must be produced under the
supervision of the Election Returning Officer. The
Election Returning Officer will stamp all ballot
papers with a unique stamp. |
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a)
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There will be separate ballot papers issued for each
office where there are more candidates standing than
positions available. Ballot papers will not be
issued for an office(s) where a candidate(s) runs
unopposed. All ballot papers will have the name of
the relevant office to be balloted printed at the
top, (for example"Deputy Chairman". |
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b)
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There will be no mark on the ballot paper requesting
details of the IEEE member's name or his/her IEEE
membership number. A serial number will
however be printed on the back of each ballot paper. |
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c)
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The sets of ballot papers will only be issued to
members at the time and place of the holding of the
AGM. |
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d)
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The names of the candidates will be alphabetically
arranged on the ballot paper by surname. |
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e)
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A note will be added to each ballot paper stating,
"To vote for the candidate of your choice please
place an "X" in the box provided". |
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f)
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A note will be added to each ballot paper(s) for the
posts of Chairman, Deputy Chairman, Honorary
Secretary, Honorary Treasurer stating"You are
allowed only one vote. If you place an "X" in more
than one box your vote will be invalidated" |
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g)
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A note will be added to each ballot paper for the
posts of Committee Members stating "You are allowed
only four votes. If you place an "X" more than four
boxes your vote will be invalidated" |
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9)
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All voting members will be issued with a ballot
paper or ballot papers. The ballot papers will be
issued to the IEEE members by officers appointed by
the Election Returning Officer. The Election
Returning Officer reserves the right to require IEEE
members to show proof of identity prior to the issue
of the ballot paper(s). Upon the issue of a set of
ballot papers the IEEE member will sign off his/her
name on the full list of voting members in good
standing in the IEEE Singapore Section to ensure
that only one set of ballot papers is issued to each
voting member. The number of ballot papers issued to
members at the AGM will be recorded by the Election
Returning Officer. |
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10)
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Members who hold a proxy vote or proxy votes from
members who are unable to attend the AGM will in
addition receive one set of ballot papers for each
proxy vote that they hold. Upon the issue of a set
of ballot papers to the IEEE member holding the
proxy vote will sign off his/her name against the
name of the proxy voter on the full list of members
in good standing in the IEEE Singapore Section.
Ballot papers cannot be issued to proxy voters after
the official commencement time of the AGM.
The number of ballot papers issued to proxy voters
at the time of the AGM will also be separately
recorded by the Election Returning Officer.
Neither the Election Returning Officer nor the
Election Tellers, if they are members of the IEEE,
will be entitled to hold a proxy vote or proxy votes
from members who are unable to attend the AGM. |
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11)
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Upon a verbal request, the Election Returning
Officer will allow interested candidates to witness
the issue of ballot papers to members. Candidates
who are present at the time of issue of ballot
papers to members should neither attempt to elicit
support from members nor harass members nor in any
other way interfere with the issue of ballot papers
to members.
If candidates interfere with the issue of the ballot
papers then they will be asked to leave the AGM
meeting by the Election Returning Officer and not to
return until such time as all ballot papers have
been issued. |
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12)
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A candidate may withdraw from the election at any
time by advising the Election Returning Officer
either verbally or in writing. Names of the
candidates who withdraw between the printing of the
ballot papers and the day of the AGM will remain on
the ballot but votes for these candidates will be
declared void. |
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13)
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All candidates for the Section Committee will be
allowed to present a speech to the AGM giving
details of the platform on which they stand. |
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a)
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The Election Returning Officer will give a synopsis
of the position to be voted on and introduce each
candidate |
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b)
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Speeches will be given in the order as follows:
Chairman, Deputy Chairman, Honorary Secretary,
Honorary Treasurer and Committee Members. In the
event that the candidate is unable to attend the
AGM, then his/her appointed nominee shall deliver
the candidate's speech. |
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c)
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All speeches should be less than three minutes,
except for the position of Section Chairman. In this
case, the speech may be up to five minutes. |
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d)
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When a candidate is running unopposed, he/she must
still deliver a speech of competency. |
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e)
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During these speeches members present at the AGM are
expected to allow all candidates to speak without
interruption. In the event that a candidate's speech
is interrupted then the Election Returning Officer,
at his/her discretion, can allow the length of the
candidate's speech to be extended. |
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f)
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At the end of the speeches a short time will be
given to address questions to the candidates. The
Election Returning Officer, at his/her discretion,
will decide on the length of questioning of
candidates. |
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14)
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Ballot boxes will be unsealed at the end of the last
candidate's speech. Voting by ballot can take place
immediately after the ballot boxes are unsealed and
will close within 5 minutes after the end of
questions addressed to candidates. The Election
Returning Officer, at his/her discretion, can extend
this time the ballot boxes remain open if there is a
queue of members who wish to cast their votes.
A ballot paper that has been spoiled in any way
between the time that it was issued and the end of
voting period for the office for which that ballot
paper is to be used can be replaced by returning it
to the Election Returning Officer. The spoiled
ballot paper will be cancelled by the Election
Returning Officer and a fresh ballot paper issued. |
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15)
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Ballot papers will be collected by the Election
Tellers at the end of each vote. Counting of the
votes, by the Election Tellers, will take place at
the end of the last ballot of an Officer of the IEEE
Section. |
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a)
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The Election Returning Officer and the Election
Tellers shall open the ballot boxes and count the
ballots. |
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b)
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In instances where a member has only voted for
three, two or one candidate for the position of
Committee Member then these votes will be deemed to
be valid. |
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c)
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The Election Returning Officer shall rule on the
validity of questionable ballots and mark invalid
ballots with the reason for invalidation. |
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16)
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Upon a verbal request, the Election Returning
Officer will allow interested candidates to witness
the counting of ballot papers. Candidates who are
present at the time of the counting of ballot papers
should neither attempt to harass the Election Teller
nor in any other way interfere with the counting of
the ballot papers.
If candidates interfere with the counting of the
ballot papers then they will be asked to leave the
AGM meeting by the Election Returning Officer and
not to return until such time as the counting of all
ballot papers has been completed. |
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17)
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In the event that the difference in the number of
votes cast between the first and second positions in
the ballot for the office of either Chairman or
Deputy Chairman or Honorary Secretary or Honorary
Treasurer is less than or equal to 5, then the
unsuccessful candidate can request a recount.
Similarly if the difference in the number of votes
cast between the fourth and fifth positions in the
ballot for the offices of Committee Member is less
than or equal to 5, then the unsuccessful candidate
can request a recount.
The Election Returning Officer will oversee the
recount and will retain discretionary powers to
allow further recounts until he/she is assured of
the outcome of the election. |
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18)
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Declaration of the votes cast and the newly elected
officers. |
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a)
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The Election Returning Officer shall agree upon the
total vote for each candidate and upon the order of
finish and formally advise the meeting. |
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b)
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In the event of a deadlock arising because of
equality of votes as between any candidates, the
Election Returning Officer shall determine which
candidate is elected, by lot. |
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19)
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Notification or Results. |
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a)
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The Election Returning Officer will formally advise
the new IEEE Section Chairman, in writing within 7
days of the AGM, a) the results of the election, b)
the total number of ballot papers issued ¨C
including the number of proxy voters, c) the total
number of votes for a particular position and d) the
total number of invalid votes recorded. |
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b)
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The new IEEE Section Chairman will notify the IEEE
Operations Center of election results within 20 days
of the AGM. |
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20)
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The Election Returning Officer will retain the
completed ballot papers for up to 30 days following
the date of the AGM, whereupon he/she will ensure
that they are destroyed. |
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