Veterans of Foreign Wars - California Department Nominations & Elections Guide

VETERANS OF FOREIGN WARS DEPARTMENT OF CALIFORNIA POST AND DISTRICT NOMINATIONS AND ELECTIONS

ADJENDA Nominations Voting & Poll System Election and Reporting Challenging Election Results Installation of Officers Term of Office

NOMINATIONS 1. When Nominations Occur Nominations open in March and remain open until voting begins, unless the poll system is used. If the poll system is used, nominations close at the meeting prior to the election. Nominations for districts will open at the meeting before their convention. Polling is not used at district. 2. Order of Nominations Nominations are conducted in the following order: Commander Senior Vice Commander Junior Vice Commander Quartermaster Trustee(s)

NOMINATIONS 3. How Nominations Are Made Post determines the election process before nominations begin (open vote, written ballot, or poll system). Any nominee can decline their nomination before nominations close. If a member is absent and nominated, they must submit written consent before the nomination opens. The consent letter must be given to the Adjutant before the nomination meeting. 4. Additional Rules for Nominations Nominations remain open until voting begins unless the post has chosen a poll system, in which case they close earlier. Absentee nominations are allowed, but the absent nominee must submit written consent before nominations begin. Members can be nominated for more than one position, but once elected, they must choose only one position to hold.

VOTING AND POLLING 1. Methods of Voting Open Vote A voice vote or show of hands. Written Secret Ballot Members vote privately on paper. Poll System Members vote at a designated polling location during set hours (if allowed by Post Bylaws). 2. How the Post Decides The Post votes on the method before opening nominations. If using a poll system, the Post must determine: The polling location. The hours of voting. How members in good standing will receive due notice. 3. Restrictions Absentee ballots and proxy voting are prohibited. Majority vote is required for election. If no candidate wins a majority on the first ballot, the candidate with the lowest votes is eliminated, and voting continues until one candidate wins.

VOTING AND POLLING 1.Initiating a Roll Call Vote: 1. A member may request a roll call vote by addressing the presiding officer during a meeting. 2. The request may require a second and possibly a majority vote to proceed, depending on the specific rules adopted by the assembly. 2.Conducting the Roll Call: 1. The presiding officer or designated official calls the names of members in a predetermined order, often alphabetically. 2. As each name is called, the member verbally states their vote (e.g., "aye," "nay," or "present" if abstaining). 3. The Secretary records each member's response to ensure an accurate tally and official record. 3.Announcing the Results: 1. After all votes are recorded, the presiding officer announces the outcome, detailing the number of votes for each option and noting any abstentions.

POST ELECTION & REPORTING 1. Election Process Timing: Elections are conducted in April. Eligibility to Vote: All members in good standing are eligible to vote. Voting Methods: Open Vote: A public vote, such as a show of hands or voice vote. Written Secret Ballot: Private voting on paper ballots. Poll System: If authorized by Post Bylaws, voting can occur at designated polling locations and times. Majority Requirement: A candidate must receive a majority of the votes cast to be elected. If no candidate achieves a majority on the first ballot, the candidate with the fewest votes is eliminated, and voting continues until a majority is reached. Prohibitions: Absentee ballots and proxy voting are not permitted.

POST ELECTION & REPORTING 1. Installation of Officers: Elected officers must be installed before the Department Convention. They assume their duties following the installation of the Department Commander. Before installation, all elected and appointed officers must submit proof of eligibility: Verified by the Post Commander and Adjutant Officers must maintain eligibility throughout their term Failure to provide or maintain eligibility results in removal from office 2. Post Election Report: It's imperative to submit the Post Election Report to VFW National Headquarters immediately after elections. This can be done online through the Online Membership System (OMS). Failure to submit by June 1 may result in suspension or revocation of the Post's charter.

CHALLENGE ELECTION RESULTS In the Veterans of Foreign Wars (VFW), if you believe there have been irregularities in a Post election, it's essential to address them before the meeting adjourns in which the election took place. Challenges to election results must be made during the meeting to be considered valid. Steps to Challenge Election Results: 1.Raise the Challenge Promptly: During the election meeting, if you observe any irregularities or violations of election procedures, immediately bring them to the attention of the presiding officer before the meeting concludes. 2.State the Specific Irregularity: Clearly articulate the nature of the irregularity or procedural violation. Provide any supporting evidence or examples to substantiate your claim.

CHALLENGE ELECTION RESULTS 3. Request Appropriate Action: Depending on the nature of the irregularity, you may request: A recount of votes. A revote for the contested position. An investigation into the alleged irregularities. 4. Follow Post Procedures: Adhere to your Post's bylaws and the VFW's Manual of Procedure regarding election disputes. Ensure that all actions taken are in compliance with established guidelines to maintain the integrity of the process.

INSTALLATION OF OFFICERS 1. Eligibility Verification Proof of Eligibility: Before installation, all elected and appointed officers must submit proof of eligibility. This documentation should be reviewed and verified by the Post Commander and Adjutant to confirm that each officer is a member in good standing and qualified to hold office. 2. Timing of Installation Installation Schedule: The installation of Post officers should occur after the election and before the Department Convention. Officers cannot assume their duties until they have been properly installed.

INSTALLATION OF OFFICERS 3. Installation Ceremony Procedure: The installation ceremony is a formal process that includes: Opening: The outgoing Commander introduces the Installing Officer. Presentation of Officers: Elected officers are presented and take their respective positions. Obligation: Officers recite the Oath of Office, pledging to uphold the duties and responsibilities of their positions. Charge: The Installing Officer provides guidance and expectations to the newly installed officers. Conclusion: The ceremony concludes with remarks and the formal assumption of duties by the new officers.

INSTALLATION OF OFFICERS 4. Reporting Requirements Post-Election Report: After installation, it's imperative to submit the Post-Election Report to the VFW National Headquarters promptly. This ensures that the newly installed officers are officially recognized and that the Post remains in good standing.

TERM OF OFFICE 1. General Term Lengths Elected Officers (Post, District, Department, National) Serve a one-year term. Continue in office until a successor is installed. Trustees Serve a three-year staggered term. One Trustee is elected each year to ensure continuity. Appointed Officers Serve at the pleasure of the appointing authority (e.g., Post Commander, Department Commander). Typically serve for one year but can be replaced at any time.

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