Minutes of the November 4, 2004 SGB EC Conference Call

Conducting Electronic Elections (Ryan)

Pat Ryan led the discussion on electronic voting. Members expect and prefer this manner of voting for the ACM general election. When the SGB EC looked at this issue 4 years ago they determined that it was too costly for the SIGs. The larger SIGs were encouraged to test the process but due to cost none chose to. Ryan asked the 3rd party handling ACM's general election for a new cost estimate based on 2 options.

Option 1: Paper Ballot with/Internet Option

Paper ballot forms would be mailed to all members of those SIGs holding elections. The paper ballot would be accompanied by information about voting electronically as well as how to view the candidates' biographical information. In addition, we would send out an email announcement with/voting validation numbers and a hyperlink to the voting site.

The costs associated with Option 1 for conducting 22 SIG elections are approximately $35,000.

Option 2: Postcard w/Internet Option (Paper ballot by demand)

Postcards announcing the elections will be mailed to all members of those SIGs holding elections. The postcard will point to the electronic voting site as well as to the biographical information. The postcard will indicate that paper ballots will be issued upon request only. In addition, we would send out an email announcement with/voting validation numbers and a hyperlink to the voting site.

The costs associated with Option 2 for conducting 22 SIG elections are $29,000.

Those SIGs that are uncomfortable with not sending out biographical information should be encouraged to do so via their newsletters.

The SGB EC agreed that moving to electronic voting was preferred. The 2005 SIG elections will be conducted using the Postcard w/Internet method as described below:

 

Postcard w/Internet (Paper ballot by demand)

Postcards announcing the elections will be mailed to all members of those SIGs holding elections. The postcard will point to the electronic voting site as well as to the biographical information. The postcard will indicate that paper ballots will be issued upon request only. In addition, we would send out an email announcement with/voting validation numbers and a hyperlink to the voting site.

Those SIGs that are uncomfortable with not sending out biographical information should to do so via their newsletters.

There will be three mail dates for conducting the elections. Any SIG that wishes to conduct their election electronically must have all required information (i.e., candidate bios and statements) submitted in time to meet one of those dates.

Those SIGs that can't adhere to the 2005 SIG election schedule will not be able to hold their elections electronically.

 

SGB Reps to Council (all)

There was concern that the SGB Reps to Council were not voting members of the SGB EC. Johnson provided the group with some background indicating that the Council Rep positions were not established as members of the SGB EC which is why they did not vote. The positions were developed to allow the SIGs to have greater representation at ACM's highest level of governance. The SGB EC has always invited the Council reps to participate in SGB EC and SGB meetings as a courtesy and to be sure that they could convey a sense of the SIGs on the issues. The positions were never meant to be positions on the SGB EC or the SGB. The nominating committee does try to run sitting Chairs for these positions to provide realistic input from leaders dealing with current issues. The expertise of the Council representatives is valued and welcome but officially they are not members of the SGB EC and are not required to participate in meetings or calls. It's completely up to them. The sense of the SGB EC was that it was not necessary to make changes to the SGB EC voting practices at this time.

Dechartering SIGGROUP (Baglio)

A letter has been issued to the SIGGROUP membership explaining the dechartering and offering an extension of or membership in another SIG. At this time the conferences will proceed under the auspices of the SGB. A brief note will be sent to conference organizers encouraging them to continue their efforts and letting them know that the SGB EC will support conference activities.

Other business

Burke requested that the SGB EC approve a bylaw change for SIGPLAN allowing them to run a single candidate for the position of VC. The SGB EC always prefers to have input from the membership before permitting a bylaw change. Since few members choose to participate in voting for bylaw changes they suggested that Burke issue a letter to the membership outlining the changes and providing a mechanism for members to respond. Depending on the responses or lack of responses, the SGB EC will approve the bylaw modifications. The SGB EC suggested that other SIGs seeking to change their bylaws proceed in this manner.

Participants:

  • Donna Baglio
  • Alan Berenbaum
  • Hans Boehm
  • Michael Burke
  • Jim Cohoon
  • Mark Scott Johnson
  • Joe Konstan
  • Jennifer Rexford
  • Pat Ryan
  • Janice Sipior
  • Robert Walker
  • Alex Wolf