The Hobart Tennis Club has received more nominations for the General committee than there are vacant positions (6) which requires us to undertake a voting process to determine the general membership of the 2017 Committee.
The current club rules prescribe a postal voting process that opens at least 14 days prior to the AGM. The current by-laws require the club send postal votes with the ballot paper which then requires members to post the enclosed envelope with their ballot paper back to the club, 5 days prior to the AGM. Alternatively a ballot paper can be returned to the Secretary not later than the commencement of the AGM, which is to be held at 6pm on 2 December.
The postal voting process is cumbersome and administratively difficult as we do not currently have an up to date postal address list for our entire membership. We want to ensure that all our members have the opportunity to vote on the make-up of the 2017 committee.
With the approval of all the candidates, we are proposing to adopt a voting procedure that will be via an email all club members rather than a postal vote. The email will have attached a ballot paper that needs to be named, completed, and signed and returned by the times indicated above.
Each candidate will be invited to complete a candidate statement of up to 100 words which will be emailed out with the ballot papers.
There will be a locked voting box at the club for members to return their ballot, there will also be blank ballots available at the club for members to complete, if that is more convenient. Members can also return their ballots by mail should they choose.
Members entitled to vote:
- Full Members
- Associate Members over 18
- Honorary Life Members
- Life Associates
We will provide instructions on the voting procedure as part of the email that is issued with the ballots and candidate statements.
The votes will be counted and scrutineered by individuals who are outside of the current committee who are not involved in the voting process.
It is proposed that the 2017 Committee consider an update to the club by-laws to allow a modern electronic voting system.