Instructions for voting

Please read the following instructions very carefully. Failure to comply with each of these conditions will render your vote informal.

Details of candidates who have nominated for a position as Director of the Association are given on this ballot paper sheet.

Votes will be counted using the multiple preferential system.

1. Please indicate your preference by numbering the squares from 1 to 6. Voting for fewer than six candidates will NOT invalidate your vote. However, ballot papers with markings other than numbers will be rendered invalid and will not be counted.
2. Complete and separate ballot paper from this leaflet.
3. Enclose the ballot paper in the provided BLANK envelope (or any other blank envelope). Both the Board of Directors ballot papers and the Vice-president (President-elect) ballot paper should be returned in the same blank envelope.
4. Enclose the blank envelope containing the ballot papers in the ALIA-addressed ballot paper return envelope.
5. Write your full name, address and membership number on the back of the ballot paper envelope. Nominated representatives of institutional members must include the institution’s name, institution’s membership number and address.
6. Post the completed envelope (no stamp is required if posted in Australia).

Your ballot must be received at ALIA National Office
PO Box 6335, Kingston ACT 2604 by

5:00pm AEST Wednesday 9 April 2008

Any voting papers received after the closing date will not be opened.

Membership of the Board of Directors
The Board of Directors shall comprise the following seven directors with voting powers who shall be appointed as follows:

• A President elected by members
• A Vice-president elected by members
• Four directors elected by members
• A director elected by institutional members

By-law 4: Elections

PART 5: Multiple preferential system

31. Where more than one position is to be filled, a multiple preferential system is to be used.
32. The multiple preferential systems accomplishes with one ballot, the election of more than one candidate by a majority number of electors who cast formal votes.
33. Under this system, voters are required to mark their preference for all candidates. Preferences are to be expressed on the ballot paper by using the numbers 1, 2, 3 etc. Ballot papers with markings other than numbers will be rendered invalid and will not be counted. If voters express a preference for only some of the remaining candidates, the vote will still be valid.
34. Votes are classified into two categories:
1. Preferences marked on a ballot paper up to the number of candidates to be elected are called primary votes. They have equal value and are credited to the candidate for whom they are cast, whether they are marked 1, 2, 3 etc. up to the number of candidates to be elected. For example, where 2 candidates are to be elected, preferences 1 & 2 are primary votes of equal value.
2. All preference votes beyond those primary votes are called secondary votes and rank according to their numerical number.
35. The primary votes for each candidate are counted and the candidate having the fewest number of primary votes is excluded from the count and his/her preferences are distributed among the continuing candidates.
36. Ballot papers on which an excluded candidate has obtained a primary vote are examined and distributed to continuing candidates according to the first of the available secondary votes expressed on each ballot paper. For example if there are two candidates to be elected, the votes of an excluded candidate will be distributed to the third ranked preference on their ballot papers. When the distribution of those secondary votes has been completed and new progressive totals obtained for each remaining candidate, the candidate then having the fewest number of votes is next excluded and his/her next available preferences distributed.
37. All ballot papers in the possession of a candidate at the time of his/her exclusion are transferred to continuing candidates according to the next available preference. This process of exclusions is continued until only the number to be elected remains in the count.
38. At all times care must be taken to ensure that a ballot paper is not transferred to any continuing candidate more than once.
39. The candidate who shall have received the greatest number of votes shall be declared elected and written declaration of the result of the count shall be signed by an officer of the Australian Electoral Commission or of a company appointed by the Board of Directors, and handed to the Executive Director (or the person conducting the ballot) who shall inform the President of the Association and all the candidates of the result within seven days thereafter.

PART 6: Other

40. In the case of an equality of votes between candidates, officers of the Australian Electoral Commission or a company appointed by the Board of Directors who conduct the count are to randomly select the name of one candidate.3 The candidate selected shall be excluded as if they had obtained the fewer number of votes.2
41. The results of the ballot shall be conveyed to each Division/Groups of the Association and be published in inCite.
42. Challenges to the process of the election must be lodged with the Executive Director within 72 hours after the declaration of the poll.
43. The valid ballot papers should be stored for one year after the close of the ballot.
44. Invalid voting papers and unopened ballot papers should be destroyed 14 days after the declaration of the poll.