Extension of trial period to evaluate new CC election method

Subject: Extension of trial period to evaluate new CC election method

Sponsor: Coordinating Committee. Contact Mike Feinstein mfeinstein@feinstein.org

Background and purpose: At the GPCA's October 2009 Cotati General Assembly, delegates approved of a trial period to evaluate a new Coordinating Committee election method. According to the approved minutes, that method consisted of three points:

1) The CC shall consist of 26 seats with 2-year terms: 12 seats shall be elected from regions–one from each region, except Central Valley gets two due to its size; and  14 seats shall be elected at-large by proportional representation (STV) online voting. Seats will have staggered terms so that half of the seats are elected each year.

2) The CC quorum shall be 50% plus one of the seated members, and if more than half of the allocated seats are empty, then this must be reported to the counties/GA.

3) At-large seats are capped at three per county. With a regional rep, that sets a limit of four CC members from a single county.

The Cotati minutes did not include the timing of the trial period, but the proposal in the agenda stated:

"Note: The election method described here shall be used for a two-year trial period. The CC shall form a committee to evaluate this proposed method during the second half of the second year. The renewal of this new election method will then be presented for GA approval or rejection. This proposal is intended to temporarily supersede those GPCA bylaws clauses relating to CC elections during the trial period."

In the first year since the passage of this proposal, only one person ran and was elected to an at-large seat. That occurred at the March 2010 San Jose General Assembly. In the second year, eight people ran and were elected. This occurred via an on-line vote conducted in June 2011 and is summarized in this Election Committee Report.

Given that only one person ran and was elected in the first year, that the eight recently elected CC members are just getting started and that unless an extension (or other new proposal) was passed at the upcoming December 2012 Los Angeles General Assembly, the GPCA must revert to the prior CC at-large election procedure for the first General Assembly in 2012, this proposal recommends that the General Assembly approve a one-year extension of the trial period, so that the trial Coordinating Committee election method can be sufficiently evaluated.

This proposal also seeks to provide documentation of what the trial election method actually is, in a place that is easily and logically located within the GPCA's rules documents. This is done by amending the bylaws to implement the details of the trial method, and providing the caveat that if these bylaws are not amended again by a certain date, the text will revert back to what was in place going into the Cotati General Assembly.

Currently neither the agenda nor the minutes from the Cotati General Assembly provide a full, clear explanation of what method was approved. There is however a helpful, informal summary. This proposal codifies most of the content that is found there and also makes these other changes: changes 'two months' to '60 days' in one place; clarifies more clearly that under the existing procedure, a higher approval threshold applies to 'special' CC meetings and makes it clear that the CC can establish a regular monthly meeting date as it has for years, rather than only being able to establish the next regular meeting date at the end of every regular meeting.doing, as the bylaws currently can be read. There is also one paragraph about regions being able to change their representatives mid-term that was moved from 7-1.4 to 7-1.5 where it fits more naturally in the regional election section.

Click here to see the proposed changes in strikeout text in .pdf format

Proposal: That 7-1.2, 7-1.3, 7-1.4, 7-1.5 and 7-1.7 be amended to read

7‑1.2 Membership

The Coordinating Committee shall be composed of up to 26 voting members, including 14 elected at-large and 12 regionally. The General Assembly shall define the regions and determine the allocation of regional representatives. Diversity and gender balance are encouraged through the election of at-large representatives. A maximum of three at-large members may be elected from any given county, in addition to from their regionally-elected seat. Coordinating Committee members are not eligible for the positions of Treasurer and Liaison to the Secretary of State.

Unless otherwise amended, this bylaw shall expire 90 days before the 2013 General Assembly at which the annual budget will be approved and be replaced by the text of 7-1.2 Membership in place at the October 2009 Cotati General Assembly.

7-1.3. Meetings

Regular Coordinating Committee meetings shall be held at least once a month, in person or by teleconference. The Coordinating Committee may establish a regular monthly meeting date. Otherwise, date and location of the next regular meeting shall be determined at the close of each meeting or, failing this, be determined by the committee co-coordinators and announced with at least 20 days notice. A special (or emergency) meeting may be called with at least one week notice by the co-coordinators or a majority of the committee. All proposals considered at a special meeting shall have an 80% approval threshold for voting purposes. A quorum for all Coordinating Committee meetings shall be 50% + 1 of the currently seated members. Proxy votes are not allowed.

Unless otherwise amended, this bylaw shall expire 90 days before the 2013 General Assembly at which the annual budget will be approved and be replaced by the text of 7-1.3 Meetings in place at the October 2009 Cotati General Assembly.

7‑1.4 Elections and Term of Office

All Coordinating Committee seats shall be for two-year terms, with half of the at-large seats elected each year. The Coordinating Committee shall appoint three election officials to conduct the annual at-large election via an online process using the STV system described in Section 7-1.8. The election shall commence one week after the conclusion General Assembly at which the annual budget will be approved and shall remain open for 30 days. Any county with computer or Internet access problems will be provided an alternative method for submitting their vote. Quorum for the online vote shall be 50% + 1 of active counties, as determined for the preceding General Assembly. Regional seats may be elected at the first General Assembly meeting of each year for any expiring regional seats not filled by an alternative regional process (see selection of regional members, paragraph 7-1.5). The CC must report to the counties and GA if more than half of the CC seats are empty.

Unless otherwise amended, this bylaw shall expire 90 days before the 2013 General Assembly at which the annual budget will be approved and be replaced by the text of 7-1.4 CC Elections and Term of Office in place at the October 2009 Cotati General Assembly.

7-1.5 Selection of Regional Members

Regional members shall be selected by regional caucus of delegates at General Assembly meetings, unless the active counties of a region select another process. Any such alternative process must be consistent with the ten key values, GPCA bylaws, and California law; and approved by all the County Councils of the active counties of a region; and filed with the Coordinating Committee and the Bylaws Committee. Regions with two seats are encouraged to strive for gender balance.

Notwithstanding Section 6-3, a region may replace its representative(s), including alternate representative(s), during the course of the term of office by conducting an election in accordance with its approved procedure. The new representative(s) shall serve the remainder of the existing term of office. The region shall notify the Coordinating Committee of any replacement conducted under this section.

Unless otherwise amended, this bylaw shall expire 90 days before the 2013 General Assembly at which the annual budget will be approved and be replaced by the text of 7-1.5 Selection of Regional Members in place at the October 2009 Cotati General Assembly.

7-1.7 Selection of At-Large Members

To be eligible, candidates for at-large seats must submit an application to the Coordinating Committee at least 60 days prior to the first day of the General Assembly at which the GPCA's annual budget is approved. Applications must include a biography and what they wish to accomplish as on the Coordinating Committee. The application shall be published on the GPCA's web site and the URL included in the agenda packet. The web site and agenda packet shall also include a full and detailed explanation of the voting procedure, including a description of the "No Other Candidate" (NOC) option and an encouragement to delegates to make their choices seriously and a reminder that delegates do not have to fill all seats unless they feel there are enough qualified candidates. At the General Assembly, the Election Committee shall present a full and detailed explanation of the voting procedure to the General Assembly and at-large candidates will be given an opportunity to present themselves and receive and respond to questions.

Unless otherwise amended, this bylaw shall expire 90 days before the 2013 General Assembly at which the annual budget will be approved and be replaced by the text of 7-1.7 Selection of At-Large Members in place at the October 2009 Cotati General Assembly.

this would be changed from the existing text as follows

7‑1.2 Membership

The Coordinating Committee shall be composed of up to twenty voting members, including sixteen regional representatives and up to four at-large representatives  26 voting members, including 14 elected at-large and 12 regionally. The General Assembly shall define the regions, and determine the allocation of regional representatives. Diversity and gender balance are encouraged through the election of at-large representatives. A maximum of three at-large members may be elected from any given county, in addition to from their regionally-elected seat. Coordinating Committee CC representatives are not eligible for the positions of Treasurer and Liaison to the Secretary of State.

Unless otherwise amended, this bylaw shall expire 90 days before the 2013 General Assembly at which the annual budget will be approved and be replaced by the text of 7-1.2 Membership in place at the October 2009 Cotati General Assembly.

7-1.3. Meetings

Regular Coordinating Committee meetings of the CC shall be held at least once a month, in person or by teleconference. The Coordinating Committee may establish a regular monthly meeting date. Otherwise, dDate and location of the next regular meeting shall be determined at the close of each meeting or, failing this, shall be determined by the CC coordinators and announced with at least 20 days notice. A special (or emergency) meeting may be called with at least one week notice by the CC coordinators or a majority of the CC. All proposals considered at a special meeting shall have an 80% approval threshold decisions made at a special meeting shall be treated as policy decisions for voting purposes. A quorum for all Coordinating Committee meetings shall be 50% + 1 of GPCA CC shall consist of 2/3 of the currently seated members. Proxy votes are not allowed.

Unless otherwise amended, this bylaw shall expire 90 days before the 2013 General Assembly at which the annual budget will be approved and be replaced by the text of 7-1.3 Meetings in place at the October 2009 Cotati General Assembly.

7‑1.4 CC Elections and Term of Office

All Coordinating Committee seats shall be for two-year terms, with half of the at-large seats elected each year. The Coordinating Committee shall appoint three election officials to conduct the annual at-large election via an online process using the STV system described in Section 7-1.8. The election shall commence one week after the conclusion General Assembly at which the annual budget will be approved and shall remain open for 30 days. Any county with computer or Internet access problems will be provided an alternative method for submitting their vote. Quorum for the online vote shall be 50% + 1 of active counties, as determined for the preceding General Assembly. Regional seats may be elected at the first General Assembly meeting of each year for At the first General Assembly meeting of each year, elections shall be conducted for CC seats whose terms are scheduled to expire within the calendar year including two at-large seats and any expiring regional seats not filled by an alternative regional process (see selection of regional members, paragraph 7-1.5). The CC must report to the counties and GA if more than half of the CC seats are empty. CC representatives shall serve for a nominal term of two years or until their successors are elected. In any event, at-large representatives shall vacate their seats at the end of the term unless reelected, and regional representatives shall retain their seats beyond the end of the term unless replaced or recalled.

Unless otherwise amended, this bylaw shall expire 90 days before the 2013 General Assembly at which the annual budget will be approved and be replaced by the text of 7-1.4 CC Elections and Term of Office in place at the October 2009 Cotati General Assembly.

7-1.5 Selection of Regional Members

Regional members shall be selected by regional caucus of delegates at General Assembly meetings, unless the active counties of a region select another process. Any such alternative process must be consistent with the ten key values, GPCA bylaws, and California law; and approved by all the County Councils of the active counties of a region; and filed with the Coordinating Committee and the Bylaws Committee. Regions with two or more seats are encouraged to strive for gender balance.

Notwithstanding section 6-3, a region may replace its representative(s), including alternate representive(s), during the course of the term of office by conducting an election in accordance with its approved procedure. The new representative(s) shall serve the remainder of the existing term of office. The region shall notify the Coordinating Committee of any replacement conducted under this section.

Unless otherwise amended, this bylaw shall expire 90 days before the 2013 General Assembly at which the annual budget will be approved and be replaced by the text of 7-1.5 Selection of Regional Members in place at the October 2009 Cotati General Assembly.

7-1.7 Selection of At-Large Members

To be eligible, cCandidates for at-large seats must submit an application to the Coordinating Committee at least 60 days prior to the first day of the General Assembly at which the GPCA's annual budget is approved shall submit applications to the CC at least two months prior to the election of at-large CC representatives. Applications must include a biographyThe application shall consist of a detailed biography of the person seeking election and what they wish to accomplish as an at-large CC member. The application shall be published on the GPCA's web site and the URL included in the agenda packet. The web site and agenda packet shall also include The CC shall forward, without prejudice, the applications to the active county organizations along with a full and detailed explanation of the voting procedure, including a description of the "No Other Candidate" (NOC) option and an encouragement to delegates to make their choices seriously and a reminder that delegates do not have to fill all seats unless they feel there are enough qualified candidates. At the General Assembly, the Election Committee shall present The Coordinating Committee shall appoint three election officials and after the current and newly elected regional CC representatives have been announced and before the at-large CC representative election proceeds, the election officials shall present a full and detailed explanation of the voting procedure (as outlined above) to the General Assembly and at-large candidates will be given an opportunity to present themselves and receive and respond to questions. The election officials shall then conduct the election as described in Paragraph 7-1.8, Choice Voting.

Unless otherwise amended, this bylaw shall expire 90 days before the 2013 General Assembly at which the annual budget will be approved and be replaced by the text of 7-1.7 Selection of At-Large Members in place at the October 2009 Cotati General Assembly.

Committee decision: Approved by consensus on October 3rd, 2011 teleconference.

Timeline: Effective upon approval

Resources: Update bylaws page on GPCA web site.

References: Click here to see the proposed changes in strikeout text in .pdf format.