Rules OF Election

The following rules shall govern the elections to the Wikimedia Chapter Executive
Committee(Execom/EC) viz. In case any of the rules conflict with Chapter Bye-laws, Bye-
laws will take precedence.
A. Election notice
B. Voters list
C. Candidature & Nomination
D. Preparation for Election
E. The Election Process

A. ELECTION NOTICE:

1. Election shall be held every year subject to availability of vacancies.

2. The Wikimedia Chapter Executive Committee will nominate a Election Committee
(Elecom) comprising of a an independent Returning Officer (RO) and one or two Polling
Officers for the Election who are member of Wikimedia Chapter; prior to Election
Notification. They should be selected preferably from past EC members and experienced
members, who are not interested in standing for election. They also will not have the right to
vote in view of the impartiality expected of them
3. It is the function of the Elecom to issue an Election notice to all members of the Society.
The notice should be issued sufficiently early prior to the date of election. The notification
shall contain:
a. Address of the place of election
b. Date of election
c. Formats of voting, Dates and Timing for voting,
d. Format of nomination Part B i.e. Candidature and Nomination rules
e. The location on internal wiki to file the nominations.
f. Last date and time for filing nominations
g. Date of publication of Draft Candidates List
h. Last date for withdrawal of nominations
i. Date of declaration of Final List of candidates.
j. Date of Election will be communicated in consultation with EC

B. Voters List:

1. The electorate shall consist of the members of the Society i.e.

i. Individual Members
ii. Institutional Members
2. Provided:-
a. Members who are on the rolls of the Chapter three months prior to the AGM/Election day
shall form the eligible voters list.
3. Copy of Final Voters List shall be available at Registered office of the Society at least
twenty one days ahead of the Election Day and in the Election premises (if some other Venue
is selected as for conduct of Ballot) on the day of voting for inspection of Voters
4. Right to cast the vote shall be with the members only and is not transferable. For
Institutional members/voters, the person duly authorized can vote in person.

C. Candidature & Nomination:

1. Any member of Society is eligible for the nomination for election to the EC, provided such
a member has not completed two consequtive terms on the EC.
2. Nomination should have the name of the candidate proposed and seconded by a member
each of the Society. Nomination form should be complete in all respects.
Any member except President and Members of Election committee (Elecom) responsible for
conducting the Elections can propose/second candidates at most equal to the available
vacancies.
3. Nomination is filed by using members wiki before the notified last date and time.
4. Candidates should ensure that they have no constraints in serving in any of the office
bearer positions, if they are elected to the Execom.
5. Candidates who are currently being paid or in the process of getting into paid positions in
the next two years for their time spent or planned to be spent towards Wikimedia projects by
Wikimedia Foundation or its affiliates are not eligible.

D. Scrutiny of nominations

If the vacancies are more than three, the Elecom will have to ensure sufficient nominations
are available for the process to continue to form the minimum required quorum of four
member EC by extending the due date for nomination. In case the minimum nominations
required are not met even after extension, the Elecom shall recommend the cancellation of
the election process. In such a case the EC will continue to function till the situation becomes
favourable to reinitiate the Election process.

E. PREPARATION FOR ELECTION:

1. The Wikimedia Chapter EC shall nominate a Election Committee (Elecom) comprising of

a Returning Officer (RO) and 1-2 Polling Officers for the Election prior to Election
Notification. 2. Duties of the Returning Officer: a. Nomination papers shall be scrutinized
immediately after last date of withdrawal and signed with remarks Valid or Invalid. b.
The R.O. will prepare and inform the EC a statement giving the following information related
to nominations for preparing ballots. i. No. of EC member positions open for election ii.
Names of final list of candidates 3. Duties of the polling officer a) Assist R.O in conduct of
the Election b) Perform the role of R.O in case R.O is not able to perform the duty due to any
sudden emergency. 4. EC will support for the travel and expenses for R.O and P.O. 3. Ballot
papers shall be prepared containing names of the candidates in which voters will place a tick
mark in the box near the candidates name. 4. Each member can cast as many votes as there
are vacancies. 5. A member should use only the prescribed mark (tick) mark in the box
against the name for the vote to be considered valid.

F. ELECTION PROCESS:

1. The election shall be held at the notified place, date and time decided in consultation with
EC, as it is held as part of the Annual General body meeting. Postal ballots will be used for
the benefit of Individual member voters who reside far away from the place of Election. 2.
The R.O. alongwith the Polling Officers shall conduct the entire Election Process. 3. Ballot
papers shall be issued to the voters and the each voter shall sign against his/her name in the
voters list. 4. Voters will indicate their vote by tick mark in the box next to the candidates
name. 5. Invalid votes: a) Voting for more candidates than the number of posts open for
election will Invalidate the ballot b) Declaring ones identity, signing or writing any
messages or using any mark other than the prescribed will also invalidate the ballot paper.
(This rule should be prominently displayed in the polling booth). c) In case the call for AGM
is issued prior to the end of grace period for renewal and the election happens after the end of
grace period for renewal, ballots of the members who have not renewed their membership
before the end of grace period will be treated as invalid. 6. Counting of votes by Elecom shall
start immediately after end of the voting period. Elecom will Candidate or his/her authorised
representative may be present at the counting of votes. To ensure confidentiality of the secret
ballot, the postal ballots need to be handled in the following manner. a) The signature on the
ballot envelope is checked against the list of qualified voters b) The voter is checked off on a
list having voted. c) The envelop is opened and the ballot is removed and placed still folded
into a receptacle. d) When all the envelopes have thus been processed, the ballots are mixed
with the in person ballots and then counted. 7. The R.O. or in his/her absence one of the
Polling Officers shall submit the results of the election and announce the results at the
General Body Meeting which will always be scheduled to follow the closing of the ballot
process. 8. If even after the ballot process is completed, vacancies remain, this may be filled
by Voice Votes at the same General Body Meeting. The Chairperson with the help of Elecom
will conduct and finalize this part of election if and when needed. A member can ask for a
division if the voice vote is unclear. In case the vacancies are not filled, the incoming EC can
fill the vacancies by co-opting interested members as per the bye-laws. 9. In case of tie of
votes in the Election Process, the presiding officer of the meeting, i.e the President or the
person standing for the President shall have a tie breaker vote. 10. If there are no objections
from the General body to the results announced by Elecom, it would be taken as the approval
by general body. 11. The term of the newly elected members would begin on the day of the
first meeeting of EC following the General body meeting, typically in 2-4 weeks of General
body meeting.
Election Process for Election of office bearers

Following the election of new EC members, fresh Election of new office bearers should to be
done in a joint EC meeting with attendance of outgoing EC members and incoming EC
members. Office bearer election is not required only when members are co-opted to fill short
term vacancies.
1. An election officer from the ranks of past/outgoing EC members is appointed by the joint
EC for conduct of Elections of office bearers. An election officer is not required when the EC
needs to elect either Secretary or Treasurer. In such a case, the president can conduct the
election and communicate the results.
2. Full EC attendance whether in person or on phone is the required quorum for this election.
3. All new EC members have to sign the EC code of conduct prior to participating in the
election of office bearers.
4. The date for the Office bearer Election is announced by the Outgoing President with notice
of atleast one weeks after concurring with EC members on the suitability of the date.
5. On the election day, Election officer will call for candidates to the office bearer positions
and will give them an opportunity to share their position statement. Subsequent to this he will
call for voting.
6. Every EC member has to participate in the voting.
7. Secret ballot is used for voting. EC members who are participating by phone will be
required to share their voting preference by email/SMS with the Election officer, who will
record and tally the votes
8. In case of a tie, the winner will be decided through a draw of lots.
9. Election of office bearer posts would happen in this order. President, Secretary and
Treasurer.
10. For each post, a member can propose himself or another member.
11. If a member is not elected for the earlier post, he can contest for the subsequent posts.
12. There is no restriction on member's current place of residence for any of the office bearer
positions.
13. The outgoing EC president will sign the communication on the results of the Elections
and the EC will pass necessary resolutions for transfer of responsibilities.

Appointment of Task Forces, SIG Chairs and any designated

role of Chapter Chapter President shall make the appointments to the Task Force Stewards
after ascertaining the interest of EC members and building consensus on the candidates to be
appointed. SIG Chairs are appointed by Steward of Task Force for SIGs, based on the
recommendations of the members affiliated to the SIG in consultation with EC. In case a SIG
is not able to reach a consensus, he/she shall conduct an election and finalise the
appointment. Candidates being paid for their time by Wikimedia Foundation or its affiliates
are not eligible for elections to SIG Chair or for any designated role of Chapter. When EC is
restructured with change in Presidents role, new appointments to Task Force and any
designated roles of Chapter excluding SIG chairs are required. Old appointments of Task
forces and any designated positions except SIG Chair stand terminated, when the EC
President changes.

Draft Election Notice

To, Dear Member, Subject: Election Notice for Wikimedia Chapter EC Election The Election
Committee appointed by Wikimedia Chapter Executive Committee for notifying and
conducting the Election to Wikimedia Chapter EC election, hereby announces the election to
the Wikimedia Chapter EC for the two year term. Please note the following details. Also a
detailed Rules & Regulations for the Election is attached along with the Nomination Form
for Candidature.
1. Date of election: 3. Timing for voting: 3. Place of election: Bangalore/Postal 4. Nomination
Form for Candidature is attached. 5. Last date and time of receiving nominations: <date and
time> 6. Last date for withdrawal of nominations; <date and time> 7. Date of declaration of
Final List of candidates: <date> The Election Committee comprises of the following
members: 1 2 3 Yours truly, For and on behalf of Election Committee Returning Officer Encl:
1. Annexure 1 Rules and Regulations for Wikimedia Chapter EC Elections 2. Nomination
Form for Candidature