CILIP | Appendix B

Regulations for the Conduct of Group Elections

1. Elections for the elected officers and members of the Group committee shall take place in the two months
preceding the expiry of the existing members’ term of office.

2. Subject to CILIP Regulations 12 and 13 concerning payment of subscriptions, all members of the Group are entitled to vote in the elections and to be nominated for election.

3. Notice of annual elections and an invitation to submit nominations shall be published in either CILIP Update/Gazette or in the Group newsletter at least 14 days before the closing date for nominations. A similar notice shall appear in any bulletin, newsletter, e-lists or circular distributed to all members of the Group at the appropriate time and on the Group’s website.

4. Subject to the provisions of paragraph 8 of these Rules, nominations of members of the Group for election as officers or as members of the Group Committee shall be made in writing, signed by two members of the Group entitled to vote and counter-signed by the candidate to indicate consent. Nominations must reach the Honorary Secretary not later than 31st January immediately preceding the period for which the election is held. No candidate shall be nominated for more than one category of office and shall specify on the nomination paper the category for which he/she proposes to stand.

5. Election shall be by postal ballot of all members of the Group who are entitled to vote.

6. Ballot papers, together with a brief curriculum vitae supplied by the candidate, shall be circulated to all eligible members of the Group within 14 days of the close of nominations.

7. Two scrutineers shall be appointed by the Committee before each election for the purpose of supervision of the conduct of the election and to record the voting. Such scrutineers shall not be members of the Committee nor candidates for election, and need not be members of the Group. The votes shall be counted during the second week in March.

8. The officers of the Group Committee shall take office from 1st April following the election for a
period of one year.

9. The members of the Group Committee (other than the elected officers) shall take office from 1st April following the election for a period of three years.

10.The names of the members elected to the Group Committee shall be sent immediately after each election to the Secretary of CILIP together with a copy of the report of the scrutineers.

11.The names of the members elected to the Group Committee shall be notified to the members of the Group as soon as practicable after each election, by means of the Group newsletter, website or otherwise.

12. The Scrutineers shall report to the Annual General Meeting on the last election and the results thereof.

Group Rules

Updated: 16 August 2004

Group Rules - Appendix B