Election and Poll Procedure - Revision history

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2026-07-17T12:00:00Z

Wiki revamp: restructure & modernise

← Older revision		Revision as of 12:00, 17 July 2026
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	This document was adopted by the Board at their meeting of 6th January 2015. Section 8 was added after discussion on Development and agreement of the Board in January 2017.		This document was adopted by the Board at their meeting of 6th January 2015. Section 8 was added after discussion on Development and agreement of the Board in January 2017.

			The [[Document Approval Policy]] lays out which documentation is to be polled on and where. The Returning Officer will be responsible for all election polls and polls held at General Meetings. The Board, Working Groups or Teams have the option to ask the Returning Officer to run other polls if required.
	The [[Document Approval Policy]] lays out which documentation is to be polled on and where. The Returning Officer will be responsible for all election polls and polls held at General Meetings. The Board, Working Groups or Teams have the option to ask the Returning Officer to run other polls if required.

	1. Notification that an election or poll is required will be confirmed to the Returning Officer via the RO Address with sufficient notice for the process to be arranged. Elections will be notified by the Board, polls will be notified by the Board Working Group or Team as required.		1. Notification that an election or poll is required will be confirmed to the Returning Officer via the RO Address with sufficient notice for the process to be arranged. Elections will be notified by the Board, polls will be notified by the Board Working Group or Team as required.
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	3. The poll initiator(s) will produce a package of emails, poll questions and descriptions as appropriate, and send it to the Returning Officer.		3. The poll initiator(s) will produce a package of emails, poll questions and descriptions as appropriate, and send it to the Returning Officer.

	4. Once asked to conduct the election or poll, the Returning Officer will conduct the poll or election in line with these procedures. Some document amendments, and all election notifications, must be notified to Freegle Members. The messages should be sent from the Returning Officer email address and a copy of the message should also be posted on Central as a Special Notice.		4. Once asked to conduct the election or poll, the Returning Officer will conduct the poll or election in line with these procedures. Some document amendments, and all election notifications, must be notified to Freegle Members. The messages should be sent from the Returning Officer email address and a copy of the message should also be posted on Central as a Special Notice.

	5. The Geeks should ensure that a reliable method of mass mailing is provided for use by the Returning Officer.		5. The Geeks should ensure that a reliable method of mass mailing is provided for use by the Returning Officer.
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	6. The Returning Officer will have final responsibility for deciding when messages should be sent and will liaise with and ensure adequate notice is given to others involved in any proofreading and mailing process.		6. The Returning Officer will have final responsibility for deciding when messages should be sent and will liaise with and ensure adequate notice is given to others involved in any proofreading and mailing process.

	7. For Board elections:		7. For Board elections:

	a. Any Freegle Member may nominate another Freegle Member to stand for election. People may also self-nominate. Nominations should include the name of the nominee, an email address for the nominee and the name of their home Freegle group.		a. Any Freegle Member may nominate another Freegle Member to stand for election. People may also self-nominate. Nominations should include the name of the nominee, an email address for the nominee and the name of their home Freegle group.
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	g. Each Freegle Member may cast one vote for each position available. The Returning Officer may decide to hold a second round of voting if there are a large number of candidates. The timing of this will be announced on Central. This will ensure that no voters feel disenfranchised by none of their votes being represented in the final list of candidates.		g. Each Freegle Member may cast one vote for each position available. The Returning Officer may decide to hold a second round of voting if there are a large number of candidates. The timing of this will be announced on Central. This will ensure that no voters feel disenfranchised by none of their votes being represented in the final list of candidates.


	8. In the event of loss of communication or any other emergency which causes a Director election to be stalled, the Board can ask:		8. In the event of loss of communication or any other emergency which causes a Director election to be stalled, the Board can ask:

	a. A non-Board Member, or		a. A non-Board Member, or

	b. A Director who is not standing for election either because they are standing down completely or not standing as they are remaining a Director,		b. A Director who is not standing for election either because they are standing down completely or not standing as they are remaining a Director,

	to help the process through to completion, with access to the facilities and information and the powers of a Returning Officer.		to help the process through to completion, with access to the facilities and information and the powers of a Returning Officer.
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	The Board will run a 2 day long poll on Freegle UK Central for confirmation of their decision, including notification of any new account/software that will be used.		The Board will run a 2 day long poll on Freegle UK Central for confirmation of their decision, including notification of any new account/software that will be used.

			9. The Returning Officer will conduct the election or poll for voting on agreed confidential survey software and ensure that all votes and other details are kept confidential. The results of the vote will be announced to the candidates and/or the poll initiator(s), the Board and Freegle Discourse as soon as it is practical after the close of the election or poll.
	9. The Returning Officer will conduct the election or poll for voting on agreed confidential survey software and ensure that all votes and other details are kept confidential. The results of the vote will be announced to the candidates and/or the poll initiator(s), the Board and Freegle Discourse as soon as it is practical after the close of the election or poll.

	10. The Returning Officer will ensure that records are kept of all messages relating to polls and elections they have conducted. These records will be kept by the Returning Officer for a period of no more than 3 years. Copies of emails sent to all owner addresses and announcements of all poll and election results should be kept in Central files.		10. The Returning Officer will ensure that records are kept of all messages relating to polls and elections they have conducted. These records will be kept by the Returning Officer for a period of no more than 3 years. Copies of emails sent to all owner addresses and announcements of all poll and election results should be kept in Central files.







	Links to relevant documents:		Links to relevant documents:
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	Previous Freegle UK document: Election and Poll Procedures		Previous Freegle UK document: Election and Poll Procedures

	[[~~category~~:Policies, Procedures, Remits]]		[[Category:Organisation & Governance]]
			[[Category:Policies, Procedures, Remits]]

Jacky: Protected "Election and Poll Procedure" ([Edit=Allow only administrators] (indefinite) [Move=Allow only administrators] (indefinite))

2024-11-14T12:30:14Z

Protected "Election and Poll Procedure" ([Edit=Allow only administrators] (indefinite) [Move=Allow only administrators] (indefinite))

← Older revision	Revision as of 12:30, 14 November 2024
(No difference)

Jacky at 05:15, 7 September 2024

2024-09-07T05:15:57Z

← Older revision		Revision as of 05:15, 7 September 2024
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	a. Any Freegle Member may nominate another Freegle Member to stand for election. People may also self-nominate. Nominations should include the name of the nominee, an email address for the nominee and the name of their home Freegle group.		a. Any Freegle Member may nominate another Freegle Member to stand for election. People may also self-nominate. Nominations should include the name of the nominee, an email address for the nominee and the name of their home Freegle group.

	b. Anyone nominated must confirm to the Returning Officer that they are willing to stand for election via the RO Email Address. Nominations will be accepted up to the stated deadline and each ~~nominees~~ must be supported by two nominations.		b. Anyone nominated must confirm to the Returning Officer that they are willing to stand for election via the RO Email Address. Nominations will be accepted up to the stated deadline and each nominee must be supported by two nominations.

	c. Any nominee already holding an elected post who wishes to stand as a candidate in an election for an alternative post, must stand down from the current elected post, including access to any confidential information, for the duration of the election process (ie. from the time of being accepted as a candidate to the declaration of the result of the election).		c. Any nominee already holding an elected post who wishes to stand as a candidate in an election for an alternative post, must stand down from the current elected post, including access to any confidential information, for the duration of the election process (ie. from the time of being accepted as a candidate to the declaration of the result of the election).
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	9. The Returning Officer will conduct the election or poll for voting on agreed confidential survey software and ensure that all votes and other details are kept confidential. The results of the vote will be announced to the candidates and/or the poll initiator(s), the Board and Freegle ~~UK Central (via Special Notice)~~ as soon as it is practical after the close of the election or poll.		9. The Returning Officer will conduct the election or poll for voting on agreed confidential survey software and ensure that all votes and other details are kept confidential. The results of the vote will be announced to the candidates and/or the poll initiator(s), the Board and Freegle Discourse as soon as it is practical after the close of the election or poll.

	10. The Returning Officer will ensure that records are kept of all messages relating to polls and elections they have conducted. These records will be kept by the Returning Officer for a period of no more than 3 years. Copies of emails sent to all owner addresses and announcements of all poll and election results should be kept in Central files.		10. The Returning Officer will ensure that records are kept of all messages relating to polls and elections they have conducted. These records will be kept by the Returning Officer for a period of no more than 3 years. Copies of emails sent to all owner addresses and announcements of all poll and election results should be kept in Central files.

Jacky at 01:28, 3 December 2019

2019-12-03T01:28:06Z

← Older revision		Revision as of 01:28, 3 December 2019
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	*[[Election links]], [[Board Elections]] and [[Polls]]		*[[Election links]], [[Board Elections]] and [[Polls]]

	Previous Freegle UK document: [[Election and Poll Procedures]]		Previous Freegle UK document: Election and Poll Procedures

	[[category:Policies, Procedures, Remits]]		[[category:Policies, Procedures, Remits]]

Jacky at 13:23, 15 January 2017

2017-01-15T13:23:09Z

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-This document was adopted by the Board at their meeting of 6th January 2015.
+This document was adopted by the Board at their meeting of 6th January 2015.  Section 8 was added after discussion on Development and agreement of the Board in January 2017.
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 g. Each Freegle Member may cast one vote for each position available. The Returning Officer may decide to hold a second round of voting if there are a large number of candidates. The timing of this will be announced on Central. This will ensure that no voters feel disenfranchised by none of their votes being represented in the final list of candidates.
-. The Returning Officer will ensure that records are kept of all messages relating to polls and elections they have conducted. These records will be kept by the Returning Officer for a period of no more than 3 years. Copies of emails sent to all owner addresses and announcements of all poll and election results should be kept in Central files.
+. In the event of loss of communication or any other emergency which causes a Director election to be stalled, the Board can ask:

Jacky at 13:17, 26 July 2015

2015-07-26T13:17:25Z

← Older revision		Revision as of 13:17, 26 July 2015
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	*[[Glossary]]		*[[Glossary]]
	*[[Election Timetable Guidelines]]		*[[Election Timetable Guidelines]]
	*[[~~Running Polls~~ and ~~Elections~~]]		*[[Poll and Election Guidelines]]

	Records of Polls and Elections held:		Records of Polls and Elections held:
	*[[Election links]] and [[Polls]]		*[[Election links]], [[Board Elections]] and [[Polls]]

	Previous Freegle UK document: [[~~Election_and_Poll_Procedures~~]]		Previous Freegle UK document: [[Election and Poll Procedures]]

	[[category:Policies, Procedures, Remits]]		[[category:Policies, Procedures, Remits]]

Jacky at 15:58, 10 July 2015

2015-07-10T15:58:40Z

← Older revision		Revision as of 15:58, 10 July 2015
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	*[[Document Approval Policy]]		*[[Document Approval Policy]]
	*[[Glossary]]		*[[Glossary]]
	*Elected Roles Autopromotion
	*Co-opting for an Elected Role
	*[[Election Timetable Guidelines]]		*[[Election Timetable Guidelines]]
	*Running Polls and Elections		*[[Running Polls and Elections]]

	Records of Polls and Elections held:		Records of Polls and Elections held:
	*Election links and Polls		*[[Election links]] and [[Polls]]

	Previous Freegle UK document ~~http~~:~~//wiki.ilovefreegle.org/~~Election_and_Poll_Procedures		Previous Freegle UK document: [[Election_and_Poll_Procedures]]

	[[category:Policies, Procedures, Remits]]		[[category:Policies, Procedures, Remits]]

Jacky at 15:37, 5 July 2015

2015-07-05T15:37:18Z

← Older revision		Revision as of 15:37, 5 July 2015
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	6. The Returning Officer will have final responsibility for deciding when messages should be sent and will liaise with and ensure adequate notice is given to others involved in any proofreading and mailing process.		6. The Returning Officer will have final responsibility for deciding when messages should be sent and will liaise with and ensure adequate notice is given to others involved in any proofreading and mailing process.

	7. For Board elections:		7. For Board elections:

	a. Any Freegle Member may nominate another Freegle Member to stand for election. People may also self-nominate. Nominations should include the name of the nominee, an email address for the nominee and the name of their home Freegle group.		a. Any Freegle Member may nominate another Freegle Member to stand for election. People may also self-nominate. Nominations should include the name of the nominee, an email address for the nominee and the name of their home Freegle group.
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	*Elected Roles Autopromotion		*Elected Roles Autopromotion
	*Co-opting for an Elected Role		*Co-opting for an Elected Role
	*Election Timetable		*[[Election Timetable Guidelines]]
	*Running Polls and Elections		*Running Polls and Elections

Jacky at 18:12, 17 February 2015

2015-02-17T18:12:17Z

← Older revision		Revision as of 18:12, 17 February 2015
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	2. A role description for elected posts will be provided by the Board and advertised with the call for nominees in elections.		2. A role description for elected posts will be provided by the Board and advertised with the call for nominees in elections.

	4. The poll initiator(s) will produce a package of emails, poll questions and descriptions as appropriate, and send it to the Returning Officer.		3. The poll initiator(s) will produce a package of emails, poll questions and descriptions as appropriate, and send it to the Returning Officer.

	5. Once asked to conduct the election or poll, the Returning Officer will conduct the poll or election in line with these procedures. Some document amendments, and all election notifications, must be notified to Freegle Members. The messages should be sent from the Returning Officer email address and a copy of the message should also be posted on Central as a Special Notice.		4. Once asked to conduct the election or poll, the Returning Officer will conduct the poll or election in line with these procedures. Some document amendments, and all election notifications, must be notified to Freegle Members. The messages should be sent from the Returning Officer email address and a copy of the message should also be posted on Central as a Special Notice.

	6. The Geeks should ensure that a reliable method of mass mailing is provided for use by the Returning Officer.		5. The Geeks should ensure that a reliable method of mass mailing is provided for use by the Returning Officer.

	7. The Returning Officer will have final responsibility for deciding when messages should be sent and will liaise with and ensure adequate notice is given to others involved in any proofreading and mailing process.		6. The Returning Officer will have final responsibility for deciding when messages should be sent and will liaise with and ensure adequate notice is given to others involved in any proofreading and mailing process.

	8. For Board elections:		7. For Board elections:

	a. Any Freegle Member may nominate another Freegle Member to stand for election. People may also self-nominate. Nominations should include the name of the nominee, an email address for the nominee and the name of their home Freegle group.		a. Any Freegle Member may nominate another Freegle Member to stand for election. People may also self-nominate. Nominations should include the name of the nominee, an email address for the nominee and the name of their home Freegle group.
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	g. Each Freegle Member may cast one vote for each position available. The Returning Officer may decide to hold a second round of voting if there are a large number of candidates. The timing of this will be announced on Central. This will ensure that no voters feel disenfranchised by none of their votes being represented in the final list of candidates.		g. Each Freegle Member may cast one vote for each position available. The Returning Officer may decide to hold a second round of voting if there are a large number of candidates. The timing of this will be announced on Central. This will ensure that no voters feel disenfranchised by none of their votes being represented in the final list of candidates.

	9. The Returning Officer will conduct the election or poll for voting on agreed confidential survey software and ensure that all votes and other details are kept confidential. The results of the vote will be announced to the candidates and/or the poll initiator(s), the Board and Freegle UK Central (via Special Notice) as soon as it is practical after the close of the election or poll.		8. The Returning Officer will conduct the election or poll for voting on agreed confidential survey software and ensure that all votes and other details are kept confidential. The results of the vote will be announced to the candidates and/or the poll initiator(s), the Board and Freegle UK Central (via Special Notice) as soon as it is practical after the close of the election or poll.

	10. The Returning Officer will ensure that records are kept of all messages relating to polls and elections they have conducted. These records will be kept by the Returning Officer for a period of no more than 3 years. Copies of emails sent to all owner addresses and announcements of all poll and election results should be kept in Central files.		9. The Returning Officer will ensure that records are kept of all messages relating to polls and elections they have conducted. These records will be kept by the Returning Officer for a period of no more than 3 years. Copies of emails sent to all owner addresses and announcements of all poll and election results should be kept in Central files.

Jacky at 12:22, 8 January 2015

2015-01-08T12:22:41Z

← Older revision		Revision as of 12:22, 8 January 2015
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	This document was adopted by the Board at their meeting of ~~xxxxxxx~~ .		This document was adopted by the Board at their meeting of 6th January 2015.