2019 OFFICIAL NOTICE OF ELECTIONS
Dear NWSEO Member,
This letter is your notification of steward, vice-steward, convention delegate, alternate delegate and national officer nomination and election procedures for 2019. It also includes information about our 44th Annual NWSEO National Convention. NWSEO will post this letter on our website: http://nwseo.org/convention.php.
You are invited to attend the 2019 NWSEO National Convention at the Des Moines Marriott Downtown onOctober 5-6, 2019 (Saturday-Sunday event). The Des Moines Marriott Downtown is located at 700 Grand Avenue, Des Moines, IA, 50309. Set in the vibrant downtown business district, the Des Moines Marriott Downtown places you near DSM Airport and offers a complimentary roundtrip shuttle.
All NWSEO members are invited to attend the convention and attendance is free. Transportation, lodging, and most meals are at your own expense. NWSEO will provide lunch on both days of the convention and a banquet dinner on Saturday evening. All members are welcome to attend our open meetings that generally begin at 8:00 am and end around 5:00 pm each day. Agenda details will be available prior to the convention.
Hotel Reservations: If you plan to attend the convention, you are responsible for making your hotel reservations. NWSEO has successfully negotiated the room rate based on the Fiscal Year 2020 per diem rate (plus taxes). The Fiscal Year 2019 per diem rate for Des Moines is currently $108. Room reservations must be made by September 13, 2019. Hotel Reservations can be made by individual attendees directly with Marriott reservations at 1 (800) 228-9290 or (515) 245-5500 or using the link: Book your group rate for National Weather Service. Please mention that you are a NWSEO member and attending the convention in order to get the negotiated room rate. There is a Recruitment Incentive available. Please refer to page 6 for details.
Each NWSEO Branch is required to elect a delegate and an alternate delegate to the convention. A NWSEO Branch refers to a recognized group of active members in good standing within a facility of the National Weather Service (NWS), the National Environmental Satellite, Data, and Information Service (NESDIS), NOAA Office of General Counsel, Aircraft Operations Center (AOC) and Atlantic Oceanographic and Meteorological Laboratory (AOML).
Each delegate votes on all matters that come before the convention with one vote for each NWSEO member in the branch(es) who has delegated their vote to a delegate. If an elected delegate is not present at the convention for a vote, then the alternate delegate may cast the delegated votes.
You do not have to be elected as a delegate or an alternate delegate to attend the convention. Any member may attend, participate in the discussions, and vote. If you attend the convention and are not a delegate, you may cast your own vote, and the delegate elected for your branch may not cast a vote on your behalf for your branch.
2019 ELECTION INFORMATION
The procedures for elections are set forth below.
1. Branch Steward, Vice Steward, Convention Delegate and Alternate Delegate Elections
Nominations must be in writing, dated and signed by the member making the nomination and sent to the local branch steward or designee, regional chairperson, and appropriate credentials committee member (see page 7 of this letter) by the deadline above. Email nominations are acceptable.
If more than one member is nominated for the same NWSEO branch steward or vice-steward positions, then branch elections for that position must be conducted by secret ballot.
All nominations must be in writing, dated and signed by the member making the nomination and sent to the local branch steward or designee, regional chairperson and appropriate credentials committee member (see page 7 of this letter) by the deadline above. Email nominations are acceptable. You may be nominated for convention delegate or alternate convention delegate for more than one branch within your region. If you are nominated or elected as a convention delegate or alternate convention delegate, please plan to attend the convention.
You may obtain the names and email addresses of current branch stewards by contacting Christy Fox, Director of Membership Services via email at: email@example.com. The names of branch stewards are available on the NWSEO website as well: http://www.nwseo.org/Directory/dir_index.php.
There is a Convention Delegate Incentive available. Please refer to page 6 for details.
The steward MUST place the names of all nominees on the ballot. If this is not done, the branch votes may be invalidated. If you are a steward and you need help obtaining the home addresses for the members in your branch, contact Christy Fox at firstname.lastname@example.org.
You may ask your vice-steward or any other NWSEO member in your branch to assist you with preparing and mailing the ballots. You are NOT ALLOWED to do this on work time or with government equipment.
ELECTIONS FOR CONTESTED OFFICES/POSITIONS ARE NOT OPTIONAL.
THE BRANCH STEWARD MUST HOLD AN ELECTION IF THERE IS MORE THAN ONE NOMINEE. IF THIS IS NOT DONE, NWSEO MAY BE FOUND IN VIOLATION OF FEDERAL LAW AND COULD BE SUBJECT TO ENFORCEMENT ACTION BY THE U.S. DEPARTMENT OF LABOR.
If there is only one nominee for any particular office, delegate, or alternate delegate, there is no need to hold an election for that office or position, and there is no need to include that position on the ballot. That person is automatically “elected.”
Stewards, please notify your Regional Chair and your Credentials Committee member by email immediately after nominations close on Friday, May 24, 2019, if you do not need to conduct an election because there is only one nominee for each branch office (branch steward/vice steward, convention delegate/alternate delegate) and regional office.
If there are more than two nominees for any particular office on the ballot, then you should vote preferentially for each candidate. This means that you should designate your choices as “1”, “2”, “3”, etc. for each office or position. If you need help preparing the ballot or experience any difficulties, please contact Credentials Committee member for your region listed on page 7 of this letter.Also please notify the credentials committee of your election results.
DO NOT SIGN OR OTHERWISE IDENTIFY YOURSELF ON YOUR BALLOT.
C. Ballot Counting and Reporting Procedures
The branch steward will establish a sealed box in which members will return their ballots no later than Friday, July 26, 2019. Although it is not required, it is recommended that the steward convene a local NWSEO meeting for the purpose of opening the ballot box and counting the ballots.
Each nominee has the right to have an observer at the polls and at the tallying of the votes per Article 8, Section 1 of the NWSEO Constitution and Bylaws. The counting of the ballots should take place as soon after Friday, July 26, 2019 as possible. Notification to the winning candidate of the results should be made immediately thereafter.
If you are the branch steward, you are responsible for counting the ballots. The elected steward is responsible for reporting the results. A branch steward may obtain the assistance of the vice-steward in counting the ballots and notifying all parties of the election results.
NWSEO By-Laws, Article IX, Section 2 states in part: “A newly elected branch officer will take over the position to which he/she was elected at the end of the meeting at which the election was held.” It is the responsibility of the new branch steward to ensure that the notification of election results is made.
There are three steps for stewards to follow in reporting the election results:
2. National Officer Elections
A. Nomination Procedures
Nominations for national office must be made in writing by delivering it in person or by registered or certified mail to:
Once received, NWSEO will contact nominees to verify they accept their national officer nomination.
If more than one member is nominated for any national office, the credentials committee shall conduct paper balloting among duly elected and certified Delegates and Alternate Delegates at the National Convention to determine the winner of any contested offices.
If there are exactly two nominees for any national office, the nominee who receives a majority of the votes cast shall be certified elected.
If there are more than two nominees for any national office, the election shall be conducted by preferential voting to determine the winner.
Distribution of voting ballots will be conducted at the end of first day of convention. Balloting counting and reporting details are included in the next section.
C. Reporting Procedures – Sunday, October 6, 2019
The Credentials Committee will tally and certify the ballots cast for any contested national elections. Each nominee has the right to have an observer present during tallying of the vote by Credentials Committee.
The Credentials Committee will report the total number of votes cast for each candidate no later than by the end of the convention.
A newly elected national officer will take assume his/her position at the end of the convention.
It is against the Department of Labor regulations to campaign for NWSEO office, to make nominations, or to solicit votes as a delegate from another branch using NWSEO stationery, NWSEO postage, a NWSEO email account, or otherwise at any NWSEO expense. It is a violation of Federal Law to campaign using any government property, including NWS or any other NOAA telephones, stationery, or email.
It is permissible, for a branch steward to use NWSEO stationery, postage or telephone to conduct the local election; i.e., preparation or mailing of ballots, or notification of results. A steward may claim reimbursement for any election expenses that are incurred by submitting a request and appropriate receipts to NWSEO Secretary/Treasurer Dave Solano at the NWSEO mailing address. If you become aware of any NWSEO member campaigning at NWSEO expense, you should report the matter immediately to the Credentials Committee representative for your region listed on page 7 of this letter.
The procedures above are required by the NWSEO Constitution or By-laws or have otherwise been approved by NWSEO’s National Council to ensure fair and democratic elections. If you become aware that any of these procedures are not being complied with, you should first discuss the matter with your local steward. If this does not correct the problem, please contact the Credentials Committee representative for your region listed on page 7 of this letter. They will be available to provide local branches with assistance needed to carry out local elections.
Very truly yours,
NWSEO Mailing address:
* In order for airfare to be reimbursed, you must be able to provide documentation that it is the lowest available rate, purchased at least 21 days before the convention, unless approved otherwise. Printed copies of airfares from Expedia or other travel sites may serve as documentation.
*In order for airfare to be reimbursed, you must be able to provide documentation that it is the lowest available rate, purchased at least 21 days before the convention, unless approved otherwise. Printed copies of airfares from Expedia or other travel sites may serve as documentation.
If an election was held, the ballots must be sent to the Credentials Committee for certification of the results. (Email notification of the convention delegate to the appropriate Credentials Committee is acceptable in lieu of a dated and signed “Designation of Delegate” form.)
Copies of all nominations for delegate, “Designation of Delegate” forms and hard copy ballots must be mailed no later than Monday, August 12, 2019 to the following Credentials Committee Contact for your region:
DESIGNATION OF DELEGATE AND ALTERNATE DELEGATE
601 PENNSYLVANIA AVENUE, N.W., SUITE 900, WASHINGTON, DC 20004 202-907-3036 email@example.com