Re: Voting procedures (fwd)

Marla Chodak (mchodak@yorku.ca)
Tue, 20 Jan 1998 14:24:20 -0500 (Eastern Standard Time)


FYI re. balloting process. Marla

Marla Chodak
Office of the Vice-President (Academic Affairs)
Room S935 Ross Building
York University
Phone: 416-736-2100; ext. 44505; FAX: 416-736-5876
E-mail: mchodak@yorku.ca

---------- Forwarded message ----------
Date: Tue, 20 Jan 1998 14:01:02 -0500
From: Jane Crescenzi <crescej@yorku.ca>
To: Marla Chodak <mchodak@yorku.ca>
Subject: Re: Voting procedures

Marla,

I brought forward your proposal regarding ballots to the Admin.
Assistants meeting on Friday, Jan. 16th. I received quite a reaction
from all the admins. with a number of concerns, but also some
suggestions. All in all the consensus was that this proposal would add
quite a lot of extra work, and would not work well.

Here are some of the concerns:
- what about retirees where ballots are mailed out
- what about faculty of sabbatical
- what about contract faculty who are not in during normal office
hours
- admin. are not always in the office to be able to keep track;
put onus on them to ensure someone else available; who then takes
responsibility for this added task; accountability is then with the
admins; the offices are only open during normal hours; will cause
numerous interruptions;
- March is one of the peak periods in the departments with exams,
mini calendar, etc. and this will add more confusion and work

Here are suggestions:
- hire a work study student (DO) to administer
- set up a polling station in the Dean's office
- stamp each copy as original before mailing out to ensure it's
an original being returned
- print on coloured paper and specific letterhead (different
colour for each set of ballot) to ensure original being returned
- mail out to home address of each faculty member and have
returned in same manner, or drop off into a "polling" box
- a number of departments have a process for their own
departmental voting as follows:
A ballot is issued (usually on a uniquely coloured paper) together with a
brown letter-sized envelope with the word "ballot" on the front, and a
letter size envelope with admins. asst. name and address and a line
requesting the voter's signature on the front; the voters complete their
ballot, insert it into the envelope entitled "ballot" and seal it; they
insert the ballot envelope into the larger envelope addressed to the
admin. assist; they MUST SIGN this envelope; voters can turn in this
envelope by mail or in person; when the admin receives the envelopes,
they check the signature on the front and check off the name on the
voter's list; remove the sealed "ballot" envelope and put into a locked
ballot box; and keep the signature envelope with the voter's list in a
filing cabinet; when the voting period has ended, the ballot box in
unlocked, ballot envelopes are opened and ballots are counted.

Hope this helps.

------------------------
From: Marla Chodak <mchodak@yorku.ca>
Subject: Re: Voting procedures
Date: Fri, 9 Jan 1998 16:44:08 -0500 (Eastern Standard Time)
To: Jane Crescenzi <crescej@yorku.ca>
Cc: mchodak@yorku.ca

>
> We are looking into electronic means of voting as well; again the
> difficulty is simultaneously ensuring security and anonymity for
voters.
> The annual elections are done in March each year; there are ten days
from
> the time people receive ballots to the date when they must be returned.
In
> any given year, we could also have need for by-elections as a result of
> resignations: there is usually one in October, but there could also be
> another one later in the year. The same process is followed in each
case.
> Let me know if you need anything further. Thanks, Marla
>
> On Fri, 9 Jan 1998, Jane Crescenzi wrote:
>
> > We can bring this item forward for discuss with the Admins. but can
you
> > tell me how how this would be done in a 12 month period? and what the

> > turnaround would be to return them (in other words is there a time
> > deadline); as you can image, this will put extra work on someone in a

> > department. I don't suppose there is an electronic way to do this?
> >
> > ------------------------
> > From: Marla Chodak <mchodak@yorku.ca>
> > Subject: Voting procedures
> > Date: Fri, 9 Jan 1998 16:21:28 -0500 (Eastern Standard Time)
> > To: Jane Crescenzi <crescej@yorku.ca>, nancym@yorku.ca
> > Cc: gov@mathstat.york.ca
> >
> >
> > >
> > > One of the items the Governance committee is discussing is voting
> > > procedures for Faculty Council elections. In the old days, when the
> > > Faculty was better resourced, ballots were distributed by this office
> > to
> > > individual members of the faculty (this meant preparing labels for
> > about
> > > 900 people annually and then duplicating, folding, and labelling that
> > > number of ballots each time there was an election or by-election (two
> > or
> > > three times a year). In recent years, because of the work and cost
> > > involved in this, we have simply sent the ballots in bulk to the
> > > departments with a list of those to whom they should be distributed and
> > > asked them to put them in members' mailboxes. Ballots have been
> > returned
> > > directly to the Council office by those wishing to vote. Concern has
> > been
> > > expressed to the committee about the security of ballots using this
> > method
> > > of distribution; though the committee remains of the view that there
> > are
> > > no grounds to think that there is ballot-tampering, we are trying to
> > find
> > > some means of distribution and return of ballots which will ensure that
> > > they can be distributed "one to a customer" and will mean it is impossible
> > > (or at least more difficult) for people to vote more than once. That is,
> > > we want to avoid situations where someone could steal someone else's
> > > ballot from a mailbox or duplicate the ballots and return more than one.
> > > One of the options we have been considering is carrying out the voting
> > > entirely through the departments; that is, the appropriate number of
> > > ballots would be duplicated in the Council office; ballots would then be
> > > sent to the admin. assistants in the departments with the list of those
> > > eligible to vote in that department. Members of Council would then be
> > > notified to go to an office in the department, pick up a ballot (their
> > > names to be checked off the list to make sure they don't get more than
> > > one) and then return the ballot immediately (or later - some checking to
> > > ensure that they don't return more than one ballot). At the end of the
> > > voting period, the department would return the ballots to the Council
> > > office for counting.
> > >
> > > We recognize that this would have implications for YUSA members'
> > > workload/job descriptions. Do you have general advice on whether this is
> > > an appropriate request to make? If you think it is possible, could we ask
> > > you to survey the group of admin assistants about their willingness to do
> > > this; as I indicated, this is only one of several options we are
> > > considering -- admins may also have ideas of better ways of carrying out
> > > this balloting which we would be happy to hear.
> > >
> > > We are meeting next on January 23, and would like to have feedback in
> > > advance of that meeting if at all possible. Many thanks. Marla
> > >
> > > Marla Chodak
> > > Office of the Vice-President (Academic Affairs)
> > > Room S935 Ross Building
> > > York University
> > > Phone: 416-736-2100; ext. 44505; FAX: 416-736-5876
> > > E-mail: mchodak@yorku.ca
> >
> > ---------------End of Original Message-----------------
> >
> > --------------------------------------------------------
> > Jane Crescenzi
> > Administrative Officer
> > Faculty of Arts
> > ext. 77638
> > E-mail: Jane Crescenzi <crescej@yorku.ca>
> > Date: 01/09/98
> > Time: 16:28:49
> >
> >
>
> Marla Chodak
> Office of the Vice-President (Academic Affairs)
> Room S935 Ross Building
> York University
> Phone: 416-736-2100; ext. 44505; FAX: 416-736-5876
> E-mail: mchodak@yorku.ca

---------------End of Original Message-----------------

--------------------------------------------------------
Jane Crescenzi
Administrative Officer
Faculty of Arts
ext. 77638
E-mail: Jane Crescenzi <crescej@yorku.ca>
Date: 01/20/98
Time: 14:01:03