Election FAQ
The purpose of this Elections FAQ is to provide the MSCA membership with the most up to date information regarding the Nomination and Election process. We may change or update the Site without prior notice. We encourage Users to frequently check this page for any changes to stay informed about the Nomination and Election process. You acknowledge and agree that it is your responsibility to review this Nomination and Elections process periodically and become aware of modifications.
A) Election Process
1) When will I receive my ballot and what is the process?
Associated Registry has been selected by the Board of Directors as the designated 3rd party to manage the 2021 election process including the ballot creation, mailing, receiving of submitted ballots, ballot counting and certification of the Official Election results.
The Election Timeline:
10/27 - Current membership list of all 2020 and 2021 Full and Joint Full Membership members is submitted to Associated Registry by MSCA
11/2 - Associated Registry to mail out ballots to all eligible members from submitted membership list
12/1 - Final date that submitted ballots must be received by Associated Registry to be considered valid.
12/15 (or before) - Election Results to be certified by Associated Registry
12/15 (or before) - Election results will be announced to all MSCA membership by the Board of Directors in an emailed Newsletter communications, posted on the MSCA Official Facebook page and on the MSCA website.
1/1/2022 - Newly Elected 2022 Board of Directors take office
1/1/2022 - MSCA will send the Q1 2022 Newsletter to all membership announcing the new board
2) What are the instructions to submit my Official MSCA election Ballot?
Fill out your ballot with your selected choices for each office. You are voting for Five (5) Officer positions and Four (4) Board Member at Large positions, indicated as “a, b, c and d” on your ballot, for a total of 9 board positions.
Very Important Steps for your Ballot to be Valid:
Ballot Return Address:
Associated Registry
ATTN: “OFFICIAL BALLOT”
420A Lincoln Street, PO Box 231
Wamego, KS 66547
3) Why are all board positions listed on the ballot for the 2021 Election, and not staggered with just three Directors being elected in this election?
Since the last election that the MSCA membership was able to fully participate in by submitting a ballot was in late 2015 for the 2016 Board members. During COVID, there was no board meetings held in 2020, when an election was scheduled to be held.
For the 2021 Elections, the election for all board positions allows for a new board to be created and allows for all MSCA members to participate in the nomination and election process. Going forth, this will need to be addressed by the future board. See MSCA ByLaws Article III, Section 3.
4) Why can’t a nominee be elected for multiple board positions on the election ballot?
The MSCA ByLaws only allows for an individual to hold one (1) office at one time – other than the offices of Recording Secretary, Corresponding Secretary and Treasurer, which can be held by the same individual at one time. See ByLaws Article IV, Section 4(f)
Only the office of Recording Secretary, Corresponding Secretary and/or Treasurer may be held be the same person.
5) Does the ballot allow for write-in candidates?
The Robert’s Rules of Order, the MSCA ByLaws and the MSCA Board all endorse that write-in candidates are included on an election ballot. Write-in candidates allow for all MSCA members the opportunity to nominate other members or for self-nomination for a board position on the Official Election ballot.
Any member’s name can be included on the MSCA Official Election ballot as a write-in candidate. Not solely for candidates who are already listed on the Official Ballot for an alternative board position.
6) How were candidates nominated by the Nomination Committee and why were some board positions for this election only lists one candidate?
It is the duty of the nomination committee to find the best candidate for each office. The Nomination Committee was very diligent and reviewed each nominee individually based upon their strengths and weaknesses and discussed each position and the requirements of that board position as a Nomination Committee. The determination of the nominated Official Candidates was a unanimous decision by the Nomination Committee.
The Nomination Committee’s determination of a candidate nominated for each office, was first reviewed based upon the interest indicated by the nominee (from their Nomination Form), and then was evaluated if the candidate fit all of the Nomination Committee’s criteria and was also a unanimous decision by the Nomination Committee. For board positions for whom only one candidate was nominated by the Nomination Committee, the same criteria was used and was determined by the Nomination Committee to be the strongest candidate.
7) What is included on the MSCA Official 2021 Ballot?
The names and email addresses, listed in alphabetical order for each position for all candidates must be included on the Official MSCA Ballot, per MSCA ByLaws Article IV, Section 4 (e).
You name and return address included on the pre-addressed return address is used to verify that your ballot is submitted by a valid voter on the MSCA membership list by Associated Registry.
You signature is a common practice in most elections governed by the Parliamentary Procedures of Robert's Rules of Order, and is used to ensure that no illegal voting occurs.
Instead of having the voter's signature on the inner envelope, it may be placed on the ballot, but a place for the signature should be indicated, so that there may be some means of protection against votes being cast by other than legal voters. Voting by mail cannot be a secret ballot, as it is necessary for the tellers to know by whom each vote is cast. See Robert's Rules of Order
8) What is the total number of open available offices which are allowed on the Official ballot under the ByLaws?
The MSCA ByLaws, Article III, Section 4, that the “Board of Directors shall be comprised of a President, Vice-President, Recording Secretary, Corresponding Secretary, Treasurer and either 4,5, or 6 other persons, whichever number is needed to bring the total to 9”. The Nomination Committee identified on the Nomination Form the open positions of Board Member at Large as “a, b, c and d” to identify each as each as a separate one available seat. The indication of “a, b, c and d” does not indicate an unequal office position, but only as an identifier for the election ballots.
9) Will all the nine board positions up for election will be listed on the Official 2021 MSCA Ballot so they can be voted on? What about board positions that only have one candidate listed?
Yes, all candidates for the 2021 MSCA election will be included on the Official Ballot provided to the eligible membership by mail the week of November 1st. All election board positions are for one available seat only. For two or more candidates running for the same office, the voter will be instructed to vote for a choice of one person for each board position. The Board of Directors determined that to allow for election equality by the membership in these elections, that for all 2021 candidates to be voted on, regardless of if they are unopposed or running against other candidates for the same board position.
10) Will the election results be provided to the membership that will include the total number of ballots mailed, and the total votes for each candidate?
Yes, the election results will be certified and provided by the Board approved 3rd Party; Associated Registry by or before December 15th. The Associated Registry will include a report of total ballots mailed, total number of valid ballots returned, undeliverable ballots (due to incorrect mailing address), the total number of invalid ballots, and the total number of valid ballots counted for each candidate.
11) What determines who the elected candidate is for each office position? What if there is a tie between two or more candidates for a board position?
The person receiving the largest number of votes for each position shall be declared the elected.
In the event of a tie between two or more candidates, the Nomination Committee, or (an independent 3rd party designed by the Board to receive and certify the ballots) the winner will be chosen by lot. Options include flipping a coin, drawing the long straw, or putting names in a hat.
See ByLaws, Article IV, Section 3.
12) What is the responsibility of the winning candidates after the elections?
The designated 3rd Party for the elections, Associated Registry will confirm with each winning candidate - after the election results have been certified - that they have received the most votes and have therefore won the election seat.
It is the responsibility of each winning candidate to confirm to Associated Registry that they accept the election results and will serve in their elected seat. If a candidate is unable to serve for any reason, the candidate will not be elected, and the vacancy shall filled by the new Board of Directors which will require another election for that vacant seat. See ByLaws, Article IV, Section 3.
13) What determines an invalid ballot?
There are a number of reasons why a ballot may be deemed invalid and not counted.
These include:
See ByLaws Article IV, Section 4 (e) and Roberts Rules of Order.
14) Can I vote by Proxy?
The MSCA ByLaws does not allow for voting for proxy, only a vote shall be cast by mail. See ByLaws Article IV, Section 2.
B) Nomination Process
1) What is the criteria that the Nomination Committee use to determine which candidates are nominated for each position? How does a candidates submission of a 1st, 2nd or 3rd choice factor into this decision?
The duty of a Nomination Committee is to find the best candidate(s) for each open office. The Nomination Committee meets to discuss the submitted nominees and determines which nominee(s) are slated for each open office, based upon the nominees submitted nomination application and biography and the following criteria:
The Nomination Committee reviewed each nominee individually based upon their strengths and weaknesses and discussed each position and the requirements of that board position as a Nomination Committee. The determination of the selected Official Candidates was a unanimous decision by the Nomination Committee.
The MSCA ByLaws state (Article III, Section 4(f), that only the office of the Recording Secretary, Corresponding Secretary and the Treasurer may be held by the same person. The Nomination Committee only selects one open office position for each nominee (for any other office position not eligible to be held by more than one individual) based upon the nomination criteria and process as identified in Nomination Process question # 1.
2) Who makes the final decision of which nominees are nominated for each candidate office? What is the Board of Directors role in this decision?
The duty of the Nomination Committee is to determine the eligibility and willingness of each nominee, and the Nomination Committee makes the decision to nominate which candidate(s) for each open position. The Nomination Committee presents the Nomination Committee report with their nominated slate of candidates to the Board of Directors at the Q4 Directors Board meeting.
The Board of Directors does not participate in the nomination, review or nomination slate process and its only role are to accept the report of the Nomination Committee at the Q4 Board meeting.
3) Where all nominees who submitted a Nomination and Candidates Biography form to the Nomination Committee included on the Official MSCA 2021 Ballot?
Yes, all nominees who submitted a Nomination Form and a Candidates Biography form to the Nomination Committee were nominated and are included on the Official MSCA Election for a board position.
4) How was the Nomination Committee chosen and when was it approved by the Board of Directors?
The Call for the Nomination Committee members for two MSCA members in good standing was sent to the MSCA membership by email and posted on the Official MSCA Facebook page on September 6th, with a deadline to submit their interest in becoming a member of the Nomination Committee by September 18th.
On September 19th, the Board of Directors held their Q3 2021 Board meeting and approved the submitted list of Nomination Committee nominees by the Nomination Committee Chair. This announcement communicated to the MSCA membership on September 20th by email and on the Official MSCA Facebook page. There was an amendment to the Nomination Committee members, and approval by the Board of Directors on September 20th, due to one of the Nomination Committees candidates withdrawing her nomination.
See Article IV, Section 4
A Nomination Committee shall be chosen by the board of Directors at the 3rd quarter Board meeting.
5) How does the Nomination Committee determine a nominees “willingness” to be considered as a possible candidate for the elections?
The candidate, by signing of the Nomination Form, self-determines their willingness to be a nominee candidate. The Nomination Committee’s duty is to therefore verify the wiliness of the candidate, stated by their agreement to the terms of the Nomination Form.
6) When was the Call for Nominees opened and when were additional nominations acceptance deadline?
The Nomination Committee announced the call for Nominees on October 1st and all nominee candidates were accepted until the deadline of October 15th. With the approval of the final Nomination Committee members on September 20th by the Board of Directors the Nomination Committee made the decision to extend the Call to Nominees to open after October 1st, as stated in our ByLaws, Article IV, Section 4(e), to allow the most number of eligible members to apply as a nominee and to allow for the Nomination Committee to update the Nominee Form and Candidacy Biography form on the MSCA website.
7) What do I need to submit to be considered a nominee for this election?
To be eligible to be considered a nominee in the 2021 elections, you will need to submit, and it must be received by October 15th, 2021 the following two forms:
- Nomination form
- Candidate Biography form
Please send these forms to the Nomination Committee by or before October 15th, 2021 sent by USPS or email to:
Mark Engemann
2845 Syd Rd.
Greenwood, CA. 95635
Email: mark.engemann@colliers.com
8) I read on the MSCA Facebook page, that the Letter of Intent form is no longer required, is that true?
Yes, the MSCA Board made the decision that in order to allow for an easier submission process for all qualified members to be able to run for Office, that the Nomination Committee will only require a nominee to submit these two documents:
- Nomination form
- Candidate Biography form
These can be downloaded from the Elections page.
9) Do I need to send my nomination election forms to anyone else on the Nomination Committee?
The Nomination Committee made the decision that for the nomination process, all nomination forms will be sent to mark.engemann@colliers.com (a member of the Nomination Committee) - no other email address submission is required.
10) Are Joint Full Memberships members both allowed to run for Office in the election?
Per the MSCA ByLaws, Article 1, Section 1,(b) - Only one member of each household may hold office at any one time
Joint Full Membership in the Club allows two persons eighteen years of age and older residing at the same address. Both joint members shall be identified by name on the membership application form and may maintain their memberships by ownership of the same registered Maremma Sheepdog. Each joint member is entitled to one vote but only one member per household may hold office at any one time.
11) Are Joint Full Membership members both allowed to vote in the election? And if yes, will two individual ballots will be sent to each joint member?
Yes, Joint Full Memberships are each allowed to vote in the election and two separate ballots will be sent to each member. See MSCA ByLaws, Article 1, Section 1,(b).
Full Membership in the Club is open to all persons eighteen years of age and older who own a minimum of 1 purebred Maremma Sheepdog registered with this Club. Full members enjoy all the privileges of the Club, including voting and holding office.
12) What is the process if I want to nominate someone else for a board position in the election?
In regards to the process for nominating someone else for a board position, you would only complete the top section of the Nomination Form (your name, address, and Nominees name, and sign and date it), and submit it to the Nomination Committee. However, this form doesn't include a section to add the Recommended Nominee's address and phone number, which is required on Page 3 of the Nomination Form:
How to Recommend Nominees
You may recommend yourself or others for possible nomination. Please use the enclosed nomination form to suggest nominees. You may suggest as many members as you like. Be sure to include accurate addresses and phone numbers for each.
Per the MSCA ByLaws, the Nomination Committee is responsible for contacting the Nominee, verify that they are interested in running for the Election and that they meet the Eligibility requirements to run for any office. They would then require the Nominee to submit a Candidate Biography form and complete and sign your Nomination form. As per the Election Requirements, all nominees (either Self or suggested by another member) must have all completed forms (Candidate Biography form and Nomination Form) received by the Nomination Committee by or before October 15th, 2021.
See MSCA ByLaws, Section IV, Article 4(a)
The Nominating Committee shall nominate from among the eligible members of the Club, one candidate for each office and for each other position on the Board of Directors and shall procure the acceptance of each nominee so chosen. The Committee shall then submit its slate of candidates to the Board at or before the 4th quarter Board meeting.
13) Where will the all the candidate biographies be posted for members to review?
The Candidates Biographies were posted on the 2021 Election Candidates page on October 25th.
14) If I'm a Canadian Full or Joint Full Membership member, can I vote in the election, and can I run as a nominee for the Board?
As a Full or Joint Full Membership member, you are entitled to vote in all MSCA elections, regardless of your residency location - meaning any MSCA Full or Joint Full Membership located anywhere in the world. See MSCA ByLaws, Article 1, Section 1.
Nominations for Board:
The MSCA ByLaws states that only U.S. Residents may serve on the MSCA Board. The IRS definition of U.S. Residents is an individual who resides in the United States of America or its territories, possessions, or any other area subject to its jurisdiction.
SECTION 4. BOARD OF DIRECTORS. The Board shall be comprised of a President, Vice-President, Recording Secretary, Corresponding Secretary, Treasurer and either 4, 5 or 6 other persons, whichever number is needed to bring the total to 9, all of whom shall be members in good standing who are residents of the United States, and who shall serve in their respective capacities with regard to the Board and its meetings.
See MSCA ByLaws, Article III, Section 4.
1) When will I receive my ballot and what is the process?
Associated Registry has been selected by the Board of Directors as the designated 3rd party to manage the 2021 election process including the ballot creation, mailing, receiving of submitted ballots, ballot counting and certification of the Official Election results.
The Election Timeline:
10/27 - Current membership list of all 2020 and 2021 Full and Joint Full Membership members is submitted to Associated Registry by MSCA
11/2 - Associated Registry to mail out ballots to all eligible members from submitted membership list
12/1 - Final date that submitted ballots must be received by Associated Registry to be considered valid.
12/15 (or before) - Election Results to be certified by Associated Registry
12/15 (or before) - Election results will be announced to all MSCA membership by the Board of Directors in an emailed Newsletter communications, posted on the MSCA Official Facebook page and on the MSCA website.
1/1/2022 - Newly Elected 2022 Board of Directors take office
1/1/2022 - MSCA will send the Q1 2022 Newsletter to all membership announcing the new board
2) What are the instructions to submit my Official MSCA election Ballot?
Fill out your ballot with your selected choices for each office. You are voting for Five (5) Officer positions and Four (4) Board Member at Large positions, indicated as “a, b, c and d” on your ballot, for a total of 9 board positions.
Very Important Steps for your Ballot to be Valid:
- Place your completed ballot inside the envelope marked “OFFICIAL BALLOT”
- Sign the outside of the "OFFICIAL BALLOT" envelope and seal it
- Make sure that your Name and return address is included on the outer return envelope to AR
- Place the "OFFICIAL BALLOT" envelope inside an addressed outer envelope and mail to:
Ballot Return Address:
Associated Registry
ATTN: “OFFICIAL BALLOT”
420A Lincoln Street, PO Box 231
Wamego, KS 66547
3) Why are all board positions listed on the ballot for the 2021 Election, and not staggered with just three Directors being elected in this election?
Since the last election that the MSCA membership was able to fully participate in by submitting a ballot was in late 2015 for the 2016 Board members. During COVID, there was no board meetings held in 2020, when an election was scheduled to be held.
For the 2021 Elections, the election for all board positions allows for a new board to be created and allows for all MSCA members to participate in the nomination and election process. Going forth, this will need to be addressed by the future board. See MSCA ByLaws Article III, Section 3.
4) Why can’t a nominee be elected for multiple board positions on the election ballot?
The MSCA ByLaws only allows for an individual to hold one (1) office at one time – other than the offices of Recording Secretary, Corresponding Secretary and Treasurer, which can be held by the same individual at one time. See ByLaws Article IV, Section 4(f)
Only the office of Recording Secretary, Corresponding Secretary and/or Treasurer may be held be the same person.
5) Does the ballot allow for write-in candidates?
The Robert’s Rules of Order, the MSCA ByLaws and the MSCA Board all endorse that write-in candidates are included on an election ballot. Write-in candidates allow for all MSCA members the opportunity to nominate other members or for self-nomination for a board position on the Official Election ballot.
Any member’s name can be included on the MSCA Official Election ballot as a write-in candidate. Not solely for candidates who are already listed on the Official Ballot for an alternative board position.
6) How were candidates nominated by the Nomination Committee and why were some board positions for this election only lists one candidate?
It is the duty of the nomination committee to find the best candidate for each office. The Nomination Committee was very diligent and reviewed each nominee individually based upon their strengths and weaknesses and discussed each position and the requirements of that board position as a Nomination Committee. The determination of the nominated Official Candidates was a unanimous decision by the Nomination Committee.
The Nomination Committee’s determination of a candidate nominated for each office, was first reviewed based upon the interest indicated by the nominee (from their Nomination Form), and then was evaluated if the candidate fit all of the Nomination Committee’s criteria and was also a unanimous decision by the Nomination Committee. For board positions for whom only one candidate was nominated by the Nomination Committee, the same criteria was used and was determined by the Nomination Committee to be the strongest candidate.
7) What is included on the MSCA Official 2021 Ballot?
- Email addresses for each candidate
- Write-in candidates – available to all MSCA members (See question # 4)
- Nominated candidates names listed in alphabetical order by each Office
- Instructions on how to submit your ballot to be considered valid (see question # 2)
- Your signature
- Your name and return address on the outside of the pre-addressed return envelope
The names and email addresses, listed in alphabetical order for each position for all candidates must be included on the Official MSCA Ballot, per MSCA ByLaws Article IV, Section 4 (e).
You name and return address included on the pre-addressed return address is used to verify that your ballot is submitted by a valid voter on the MSCA membership list by Associated Registry.
You signature is a common practice in most elections governed by the Parliamentary Procedures of Robert's Rules of Order, and is used to ensure that no illegal voting occurs.
Instead of having the voter's signature on the inner envelope, it may be placed on the ballot, but a place for the signature should be indicated, so that there may be some means of protection against votes being cast by other than legal voters. Voting by mail cannot be a secret ballot, as it is necessary for the tellers to know by whom each vote is cast. See Robert's Rules of Order
8) What is the total number of open available offices which are allowed on the Official ballot under the ByLaws?
The MSCA ByLaws, Article III, Section 4, that the “Board of Directors shall be comprised of a President, Vice-President, Recording Secretary, Corresponding Secretary, Treasurer and either 4,5, or 6 other persons, whichever number is needed to bring the total to 9”. The Nomination Committee identified on the Nomination Form the open positions of Board Member at Large as “a, b, c and d” to identify each as each as a separate one available seat. The indication of “a, b, c and d” does not indicate an unequal office position, but only as an identifier for the election ballots.
9) Will all the nine board positions up for election will be listed on the Official 2021 MSCA Ballot so they can be voted on? What about board positions that only have one candidate listed?
Yes, all candidates for the 2021 MSCA election will be included on the Official Ballot provided to the eligible membership by mail the week of November 1st. All election board positions are for one available seat only. For two or more candidates running for the same office, the voter will be instructed to vote for a choice of one person for each board position. The Board of Directors determined that to allow for election equality by the membership in these elections, that for all 2021 candidates to be voted on, regardless of if they are unopposed or running against other candidates for the same board position.
10) Will the election results be provided to the membership that will include the total number of ballots mailed, and the total votes for each candidate?
Yes, the election results will be certified and provided by the Board approved 3rd Party; Associated Registry by or before December 15th. The Associated Registry will include a report of total ballots mailed, total number of valid ballots returned, undeliverable ballots (due to incorrect mailing address), the total number of invalid ballots, and the total number of valid ballots counted for each candidate.
11) What determines who the elected candidate is for each office position? What if there is a tie between two or more candidates for a board position?
The person receiving the largest number of votes for each position shall be declared the elected.
In the event of a tie between two or more candidates, the Nomination Committee, or (an independent 3rd party designed by the Board to receive and certify the ballots) the winner will be chosen by lot. Options include flipping a coin, drawing the long straw, or putting names in a hat.
See ByLaws, Article IV, Section 3.
12) What is the responsibility of the winning candidates after the elections?
The designated 3rd Party for the elections, Associated Registry will confirm with each winning candidate - after the election results have been certified - that they have received the most votes and have therefore won the election seat.
It is the responsibility of each winning candidate to confirm to Associated Registry that they accept the election results and will serve in their elected seat. If a candidate is unable to serve for any reason, the candidate will not be elected, and the vacancy shall filled by the new Board of Directors which will require another election for that vacant seat. See ByLaws, Article IV, Section 3.
13) What determines an invalid ballot?
There are a number of reasons why a ballot may be deemed invalid and not counted.
These include:
- Ballots that are not received to Associated Registry by or before the election deadline of December 1st, 2021
- A ballot that is not sealed into a separate envelope marked “Ballot”
- A voter’s signature is not included on the outside of the "Ballot" envelope
- A ballot’s return envelope missing the voters name and address
- A member who submitted a ballot who is not paid for the current (2020 or 2021 Full or Joint Full Membership only) membership year
- A ballot with duplicate return mailing addresses from members of the same family in excess of two (only two ballots permissible from a Joint Full Memberships OR one ballot from a Full Membership)
- A ballot that is unreadable
- A ballot cast for an ineligible candidate (not a Full or Joint Full 2020-2021 paid member) - (pertains to Write-in candidates only)
- A write-in candidate which does not include the nominees full name or selected office
- A ballot for a fictional character
- If a member votes for more choices than positions to be elected, then the entire ballot is considered invalid and not counted (not including Write-in candidates)
- If a member votes for fewer choices than positions to be elected, the vote is legal and that vote counts.
- When two or more ballots are folded together (together they are counted as one illegal vote)
- If a marked ballot is folded together with a blank ballot, the marked ballot is counted as one legal vote, and the blank ballot is considered scrap paper and an invalid ballot.
- All blanks (for all board positions) are ignored as simply waste paper, and are not reported as a valid ballot
See ByLaws Article IV, Section 4 (e) and Roberts Rules of Order.
14) Can I vote by Proxy?
The MSCA ByLaws does not allow for voting for proxy, only a vote shall be cast by mail. See ByLaws Article IV, Section 2.
B) Nomination Process
1) What is the criteria that the Nomination Committee use to determine which candidates are nominated for each position? How does a candidates submission of a 1st, 2nd or 3rd choice factor into this decision?
The duty of a Nomination Committee is to find the best candidate(s) for each open office. The Nomination Committee meets to discuss the submitted nominees and determines which nominee(s) are slated for each open office, based upon the nominees submitted nomination application and biography and the following criteria:
- Nominees qualifications based upon their submitted biographies
- Length of time/experience with the Maremma breed
- Past experience as a board member
The Nomination Committee reviewed each nominee individually based upon their strengths and weaknesses and discussed each position and the requirements of that board position as a Nomination Committee. The determination of the selected Official Candidates was a unanimous decision by the Nomination Committee.
The MSCA ByLaws state (Article III, Section 4(f), that only the office of the Recording Secretary, Corresponding Secretary and the Treasurer may be held by the same person. The Nomination Committee only selects one open office position for each nominee (for any other office position not eligible to be held by more than one individual) based upon the nomination criteria and process as identified in Nomination Process question # 1.
2) Who makes the final decision of which nominees are nominated for each candidate office? What is the Board of Directors role in this decision?
The duty of the Nomination Committee is to determine the eligibility and willingness of each nominee, and the Nomination Committee makes the decision to nominate which candidate(s) for each open position. The Nomination Committee presents the Nomination Committee report with their nominated slate of candidates to the Board of Directors at the Q4 Directors Board meeting.
The Board of Directors does not participate in the nomination, review or nomination slate process and its only role are to accept the report of the Nomination Committee at the Q4 Board meeting.
3) Where all nominees who submitted a Nomination and Candidates Biography form to the Nomination Committee included on the Official MSCA 2021 Ballot?
Yes, all nominees who submitted a Nomination Form and a Candidates Biography form to the Nomination Committee were nominated and are included on the Official MSCA Election for a board position.
4) How was the Nomination Committee chosen and when was it approved by the Board of Directors?
The Call for the Nomination Committee members for two MSCA members in good standing was sent to the MSCA membership by email and posted on the Official MSCA Facebook page on September 6th, with a deadline to submit their interest in becoming a member of the Nomination Committee by September 18th.
On September 19th, the Board of Directors held their Q3 2021 Board meeting and approved the submitted list of Nomination Committee nominees by the Nomination Committee Chair. This announcement communicated to the MSCA membership on September 20th by email and on the Official MSCA Facebook page. There was an amendment to the Nomination Committee members, and approval by the Board of Directors on September 20th, due to one of the Nomination Committees candidates withdrawing her nomination.
See Article IV, Section 4
A Nomination Committee shall be chosen by the board of Directors at the 3rd quarter Board meeting.
5) How does the Nomination Committee determine a nominees “willingness” to be considered as a possible candidate for the elections?
The candidate, by signing of the Nomination Form, self-determines their willingness to be a nominee candidate. The Nomination Committee’s duty is to therefore verify the wiliness of the candidate, stated by their agreement to the terms of the Nomination Form.
6) When was the Call for Nominees opened and when were additional nominations acceptance deadline?
The Nomination Committee announced the call for Nominees on October 1st and all nominee candidates were accepted until the deadline of October 15th. With the approval of the final Nomination Committee members on September 20th by the Board of Directors the Nomination Committee made the decision to extend the Call to Nominees to open after October 1st, as stated in our ByLaws, Article IV, Section 4(e), to allow the most number of eligible members to apply as a nominee and to allow for the Nomination Committee to update the Nominee Form and Candidacy Biography form on the MSCA website.
7) What do I need to submit to be considered a nominee for this election?
To be eligible to be considered a nominee in the 2021 elections, you will need to submit, and it must be received by October 15th, 2021 the following two forms:
- Nomination form
- Candidate Biography form
Please send these forms to the Nomination Committee by or before October 15th, 2021 sent by USPS or email to:
Mark Engemann
2845 Syd Rd.
Greenwood, CA. 95635
Email: mark.engemann@colliers.com
8) I read on the MSCA Facebook page, that the Letter of Intent form is no longer required, is that true?
Yes, the MSCA Board made the decision that in order to allow for an easier submission process for all qualified members to be able to run for Office, that the Nomination Committee will only require a nominee to submit these two documents:
- Nomination form
- Candidate Biography form
These can be downloaded from the Elections page.
9) Do I need to send my nomination election forms to anyone else on the Nomination Committee?
The Nomination Committee made the decision that for the nomination process, all nomination forms will be sent to mark.engemann@colliers.com (a member of the Nomination Committee) - no other email address submission is required.
10) Are Joint Full Memberships members both allowed to run for Office in the election?
Per the MSCA ByLaws, Article 1, Section 1,(b) - Only one member of each household may hold office at any one time
Joint Full Membership in the Club allows two persons eighteen years of age and older residing at the same address. Both joint members shall be identified by name on the membership application form and may maintain their memberships by ownership of the same registered Maremma Sheepdog. Each joint member is entitled to one vote but only one member per household may hold office at any one time.
11) Are Joint Full Membership members both allowed to vote in the election? And if yes, will two individual ballots will be sent to each joint member?
Yes, Joint Full Memberships are each allowed to vote in the election and two separate ballots will be sent to each member. See MSCA ByLaws, Article 1, Section 1,(b).
Full Membership in the Club is open to all persons eighteen years of age and older who own a minimum of 1 purebred Maremma Sheepdog registered with this Club. Full members enjoy all the privileges of the Club, including voting and holding office.
12) What is the process if I want to nominate someone else for a board position in the election?
In regards to the process for nominating someone else for a board position, you would only complete the top section of the Nomination Form (your name, address, and Nominees name, and sign and date it), and submit it to the Nomination Committee. However, this form doesn't include a section to add the Recommended Nominee's address and phone number, which is required on Page 3 of the Nomination Form:
How to Recommend Nominees
You may recommend yourself or others for possible nomination. Please use the enclosed nomination form to suggest nominees. You may suggest as many members as you like. Be sure to include accurate addresses and phone numbers for each.
Per the MSCA ByLaws, the Nomination Committee is responsible for contacting the Nominee, verify that they are interested in running for the Election and that they meet the Eligibility requirements to run for any office. They would then require the Nominee to submit a Candidate Biography form and complete and sign your Nomination form. As per the Election Requirements, all nominees (either Self or suggested by another member) must have all completed forms (Candidate Biography form and Nomination Form) received by the Nomination Committee by or before October 15th, 2021.
See MSCA ByLaws, Section IV, Article 4(a)
The Nominating Committee shall nominate from among the eligible members of the Club, one candidate for each office and for each other position on the Board of Directors and shall procure the acceptance of each nominee so chosen. The Committee shall then submit its slate of candidates to the Board at or before the 4th quarter Board meeting.
13) Where will the all the candidate biographies be posted for members to review?
The Candidates Biographies were posted on the 2021 Election Candidates page on October 25th.
14) If I'm a Canadian Full or Joint Full Membership member, can I vote in the election, and can I run as a nominee for the Board?
As a Full or Joint Full Membership member, you are entitled to vote in all MSCA elections, regardless of your residency location - meaning any MSCA Full or Joint Full Membership located anywhere in the world. See MSCA ByLaws, Article 1, Section 1.
Nominations for Board:
The MSCA ByLaws states that only U.S. Residents may serve on the MSCA Board. The IRS definition of U.S. Residents is an individual who resides in the United States of America or its territories, possessions, or any other area subject to its jurisdiction.
SECTION 4. BOARD OF DIRECTORS. The Board shall be comprised of a President, Vice-President, Recording Secretary, Corresponding Secretary, Treasurer and either 4, 5 or 6 other persons, whichever number is needed to bring the total to 9, all of whom shall be members in good standing who are residents of the United States, and who shall serve in their respective capacities with regard to the Board and its meetings.
See MSCA ByLaws, Article III, Section 4.