Ethnic Minority Liberal Democrats

EMLD AGM Calling Notice 2013

The next AGM is to be held:

Saturday 23rd November 2013 at 11.30am at the

Liberal Democrat HQ, 8-10 Great George Street, Westminster, London, SW1P 3AE

EMLD CALLING FOR NOMINATIONS 2013

The AGM will also include the ballot for the new Executive, job descriptions for which are attached. EMLD will be electing: Chair 3 Vice-Chairs Secretary Treasurer Membership/ data Secretary Up to 7 Ordinary Executive Member Honorary President Up to 6 Honorary Vice-Presidents All posts are subject may be considered for Job Share. The Annual General Meeting may decide that the posts of Secretary and Membership Secretary be combined and/or that either of these posts or the combined post be combined with that of Treasurer. Under the constitution of EMLD we are only able to issue the ballot paper to members in person at the AGM. If you require special arrangements, e.g. for Postal or Proxy Ballots, please contact the Returning Officer urgently. Close of Nominations: Saturday 16th November 2013 at 12 noon Returning Officer, October 2013 Any queries should be sent to: a@witherick.org.uk

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Timetable for Elections 2013

The following is the timetable for the EMLD elections, based on the provisions in the Constitution:

Call for Nominations officially open

Wednesday 16th October 2013 at 12 noon

Close of Nominations

Saturday 16th November 2013 at 12 noon

Circulation of Manifesto Booklet

Saturday 16th November 2013 If there are more nominations than positions, we will then move to a ballot. If you are unable to attend the AGM and wish to use a postal or proxy ballot you must have informed the returning officer by the 16th November 2013.

Annual General Meeting

Saturday 23rd November 2013 at 11.30am
Hustings (if required)

Close of Ballot (if required) - at the close of the AGM

Announcement of results This shall be done as soon as practicable after the close of Ballot. Complaints about the conduct of the count must be no more than 48 hours after the declaration of the result. Any other complaint must be submitted before the opening of the ballot box(es).

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Nomination Form
You may print and post this nomination form, however you are advised to ensure plenty of time for delays caused by posting and are advised to scan and email it the Returning Officer. The deadline for return of this Nomination Form is: Saturday 16th November 2013 at Noon. Please use the subject line: EMLD Election 2013 The Returning Officer is Allan Siao Ming Witherick. His email is: a@witherick.org.uk For your nomination to be valid your proposer and seconder MUST email their agreement to the Returning Officer before the close of nominations. The easiest way is to CC them in your nomination email to the Returning Officer asking them to Reply All and confirm their willingness to support you. Forename: Surname: Commonly known as: Party membership number: Main postal address: Address (cont) & Postcode: Telephone number: Mobile telephone number: e-mail: I consent to be nominated for the post of: Signature of candidate:

Proposers name: Proposers membership number: Seconders name: Seconders membership number:

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Job Descriptions for EMLD Officers

The following give an example of some, but not all, of the tasks undertaken by members of the executive with defined roles.

Chair
Chair Meetings Keep in touch and direct the activities of the EMLD Links EMLD to other parts of the Party PPERA responsibilities (jointly with Treasurer) Make sure decisions are turned into actions Provide leadership in fulfilling the Development Plan

Vice Chairs (3)

Deputises for the EMLD Chair as and when required

Secretary
Agendas, venues and minutes of meetings Diary of EMLD Events Advises rest of party who Officers and Conference Reps are Ensures EMLD keeps to its Constitution Provides content for Newsletter

Treasurer
Prepares budget Keeps accounts and records as required by PPERA Donation reports Advises on Fund-raising programme Campaign Expenditure return

Membership/ Data Secretary

Organised and run membership recruitment and renewal campaigns Ensure that the EMLD has a wide range of social and political activities to facilitate member retention Ensure that there are regular members newsletters Acts as Data Officer responsible for all Membership Data Liaise with Membership Services Ensures that changes to members data are passed on promptly Ensures EMLD complies with Data Protection Act

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EMLD Election Regulations

The following extracts from the EMLD Constitution, cover the elections process. If standing for election, or if you have a query, please refer to the full EMLD Constitution.
1.8 All contested elections shall be held by secret ballot and the single transferable vote. 1.9 Nomination forms for all posts must be available on the website and to applicants not less than 30 days before the date of the AGM. The deadline for the receipt of nominations shall be seven days before the date of the AGM. 1.10 Each candidate must be nominated and seconded by members of the Ethnic Minority Liberal Democrats. To be eligible to stand, a candidate must, at the date nominations close, be a fully paid-up member of the Party. Each candidate must provide their written consent to serve if elected. 1.11 Each candidate may provide a personal statement of no more than 100 words for circulation in the event of a contested election. No candidate may incur, or directly or indirectly authorise or cause to be incurred any further expenses on campaigning at any time before or after the close of nominations; nor may they use e-mail, e-groups, cix conferencing, or websites during these elections to promote their candidacy; nor may they carry out any activities during the election period which may be viewed as treating. 1.12 In the event of a contested election, copies of the personal statements of all candidates involved shall be circulated to members no less than 7 days before the AGM. Ballot papers shall be distributed to members present in person at the AGM. 1.13 During the ballot period, no candidate, other than with the express permission of the Returning Officer, may communicate with members concerning the affairs of the Ethnic Minority Liberal Democrats and the membership list will be regarded as confidential and may not be released or used by any candidate for the purposes of the election. 1.14 Ballot papers must be returned either to the Returning Officer by the end of the AGM, and the count shall be conducted immediately after the AGM. 1.15 Any dispute in the interpretation of these Regulations, or any appeal against any decision of the Returning Officer, shall be referred to the Honorary President, whose decision shall be final.

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2.4 Postal ballots shall be available upon request to any member, during the period of advance postal voting. Members who have voted in the postal ballot shall not be entitled to vote at the EMLD General Meeting. They shall also have the option to cast a proxy vote if the Returning Officer in consultation with the EMLD Executive sees fit. 2.5 The Steering Committee shall, in consultation with the EMLD Executive, set the date for the close of poll, which shall be at the relevant EMLD General Meeting, and the times during which the ballot shall be open at the General Meeting, which may span days if held at Federal or other Party Conference. 2.6 The Returning Officer, in consultation with the EMLD Executive, shall set the date for the declaration of the result. This shall be no more than 7 days after the close of poll, unless there are complaints outstanding, in which case the result will be declared as soon as possible after the resolution of the complaint.

6. Election Offenses
6.1 It shall be an election offense to: (a) Threaten, bribe or impersonate the Returning Officer, Deputy Returning Officer(s), ballot box scrutineers, or any other official involved in the running of the election, (b) Breach any provision of the EMLD Constitution or Standing Orders, (c) Disrupt the smooth running of the election and/or the count, (d) Threaten, bribe, harass any voter, or impede their ability to vote freely and secretly, (e) Submit false information to, mislead, or obstruct the Returning Officer or Elections Tribunal, (f ) Influence the voting decisions of others within a designated area of the ballot box, (g) Attempt to commit any electoral offense.

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