'Directors-at-large' annual nomination and election process.

Introduction:

This page details the annual process for seeking nominations, electing and seating up to seventeen (17) 'At-Large' Directors from Organization members in good standing. (Note: Not available to Individual Contributor members.) A call for nominations is typically made in the last quarter of the calendar year, for the next full calendar year.

A: Overview of the Process and Timeline:

1. A short period of pre-nomination promotion will be distributed in the last quarter of the Calendar year in Kantara's Newsletter and on social media.
2. A notice with the dates of the nomination period with details when it opens and closes, the election period, and the All-Member Ballot period (if applicable), will be made by staff a week or two later.
3. All current members that are Individual or Principal (Organization) in good standing with up to date payment of dues are eligible to vote. Only one representative of the Principal (Organization) may cast one vote for the organization. Duplicate votes from the same Organization will not be counted. The process reflects Article 4.2.3 of the Bylaws. The Board generally uses the All-Member Ballot process but retains a level of discretion. Primary responsibility for the election is delegated to staff.
4. At the beginning of the election process, member organizations self-nominate or are nominated by another Kantara member during the nomination period. If up to seventeen nominations are received, at the Board's discretion (for example but not limited to consideration of potential conflicts of interest), these may be reviewed and accepted. Nominees are given an opportunity to address the membership, for the purposes of rallying support and votes for their election.
5. An election period is announced by Kantara Staff, and the All-Member-Ballot process is used to collect votes. The election is based on a first past the post system.
6. Based on the number of eligible votes received, and subject to the review and acceptance of the Board, the winner/s are declared.
7. The successful Candidates formally take up their Board posts as early as possible in the new calendar year, but may be invited to join Board calls before their official tenure as part of the onboarding process. The successful candidates must remain members in good standing throughout their tenure. Failure to do so will result in dismissal from the Board at the discretion of the Board. In that event a call for new elections to fill the vacant seat may be conducted.

B: Nomination Process:

1. Nominations of candidate organizations can be made by itself or by other member organizations or individual contributor members, subject to the confirmation of agreement of the primary contact of the candidate organization to be nominated.
Please note that both the nominator and the candidate organization for the At-Large Director positions must be a Kantara Initiative member currently in good standing at the time of the nomination.
If you do not know these details, reach out to staff@kantarainitiative.org for confirmation.
2. Submit via email to directoratlarge@kantarainitiative.org the following information before the close of the nomination period announced.

• Name and email address of Nominator (if applicable):
• Name of candidate Organization member and (if applicable) email address of the contact person with whom the acceptance to be nominated has been received.
• Organization member Candidate Statement (optional up to approx. 500 words) explaining the organization's interest, eligibility and suitability for the role.
  
  

C. Election Process:

1. The Voting process takes place within the voting period, and uses an All-Member-Ballot procedure.
2. Voting Rules: A Supermajority (75% affirmative) of those voting in this All-Member Ballot. At least 15% of all Members voting is required to approve a candidate member organization to the role of 'At-Large Director'.
3. Eligible voters:
The nomination, election and All-Member Ballot process is open to all Members of Kantara Initiative, Inc in good standing at the time of the election.

• Each member organization may cast only one vote.
• The Primary Representative from each member organization should cast the member's vote (If you are unsure as to the Primary Representative of your organization, please contact staff@kantarainitiative.org.

 D. Notes:

1. In 2021 the Board of Directors voted to eliminate Director members whereby an organization could pay additional money in exchange for a seat on the board. There is no longer any pay to play opportunities to serve on the Board. All Directors are elected by All-Member Ballot.
2. The number of Board members is set in the Bylaws as a maximum of seventeen (17) and a minimum of two (2), Section 4.4. 
3. Candidates and their information will be announced at the Annual General Membership meeting in December and the voting will open shortly after the meeting ends. The voting process will close no later than December 31. 
4. Please contact staff@kantarainitiative.org with any questions.