NOMINATION, VOTING AND ELECTION PROCEDURES
NOMINATION, VOTING AND ELECTION PROCEDURES FOR Guild of Master Chimney Sweeps (GMCS) LIMITED
The Guild is holding the next AGM at 3.30 pm on Saturday 26th February 2022 at Chesford Grange Hotel, Kenilworth, Warwick, CV8 2LD, where a voting will take place.
This guide explains how to make nominations (put yourself forward), and how to vote either at the AGM or by post, and how elections will be conducted.
- Please be aware that all roles are for a four-year term;
- Nominations for a position at the Guild must be made in writing and sent either by e-mail or post and sent to c/o David Wooffindin at Guild of Master Chimney Sweeps, 14 Westbourne Grove, Wilthorpe, Barnsley, S75 1AE
or email to email@example.com
- Any member can put themselves forward to be nominated for any number of roles;
- Any member who wishes to nominate themselves for an available role should do so in writing. Applications must be received no later than midday Saturday 29th January 2022;
- Any nominations received after this date will not be considered;
- Any candidate making a nomination must send in at the same time their candidate profile;
- The nomination form and candidate profiles will be circulated to all members to help members decide who is the appropriate person for each role;
- A nomination must be completed with the following information:
- a) the full name, residential address, contact details and membership number of the candidate;
- b) the position or positions for which the candidate is applying;
- c) the candidate’s written consent to the nomination and their consent to their details being circulated to third parties in compliance with General Data Protection Regulation (GDPR).
- Candidate profiles must explain the candidates background and why they should be elected for the role. It would be helpful for a candidate to note their strengths and draw on experience they have which makes them the appropriate candidate for the role;
- After the closing date for nominations which is 29thJanuary 2022, the Guild will circulate the nominations and candidate profiles they have received to all members. This information will be circulated by way of post and email;
- Candidates must include any potential ‘Conflicts of Interest’ with their ability to act in the interests of the company at all times. Failure to disclose a serious conflict of interest could result in dismissal.
- If it is considered that any information provided by a candidate is not appropriate; is false or misleading, the Guild may, take action to omit or rectify the information as the case requires.
- If only one candidate is nominated for any role, then that candidate will be elected to the position without the need for a vote.
POSTAL VOTE PROCEDURE
- Within the candidate nominations you receive, you will also receive a postal vote ballot paper allowing you to make a postal vote for any of the candidates;
- If you wish to utilise your postal vote you must complete the postal vote ballot paper and make your vote for your choice of candidate;
- You must then post your completed postal vote ballot paper back to the address noted on the form and which must be received by the Guild no later than Wednesday 23rd February 2022;
- If you can attend the AGM, then you can vote in person if you prefer. If you intend to vote at the AGM, you must not return a postal vote;
- You must NOT vote by post and in person. If you vote by post and attend the AGM, you must not vote again;
- Only one vote per member will be accepted and counted.
VOTING & ELECTION PROCEDURES AT THE AGM
- After the closing date to receive postal votes which is 23rd February 2022, but before the AGM the Guild will, on one occasion, open, count and allocate all postal vote ballot papers received, to the appropriate candidate whom has been voted for. These votes will be kept secret until after the vote has taken place at the AGM;
- Members can vote in the election by postal vote or in person at the AGM;
- At the AGM the Chairman will open the floor for the voting to begin;
- If the vote concerns the election of a position on the Board, the Chairman will call out the name of each candidate in turn. After each name is read out a vote by a show of hands will be taken to count how many votes each candidate receives;
- At the AGM the Secretary will record each number of votes a candidate receives;
- Once all the voting is completed the postal and AGM votes will be counted in the presence of the Chairman and Secretary and allocated to the appropriate candidate(s);