Policies and Procedures for Election of DBAA Board
Revised 10/04/15 Page 1
Table of Contents
I. Copy of the DBAA By‐Laws
II. Election Policies
III. Election Chairman Responsibilities
IV. Election Monitor Responsibilities
V. General Monitoring Procedures
VI. Monitoring Process and Follow‐up
VII. Monitoring Early Voting in Clubs Specifics
VIII. Tournament Monitoring Specifics
IX. Vote Counting Procedures
X. Announce Winners
XI. Final Processes
NOTE: DBAA is an acronym for Duplicate Bridge Association of Atlanta/Unit 253
Section I is a copy of the DBAA By‐Laws pertaining to Elections
Section II contains DBAA Election Policies
Sections III‐XI contains DBAA Election Procedures
Appendices (Templates for Forms and Documents)
A. Slate of Candidates
B. Absentee Ballot Letter
C. Ballot
D. Member List
E. DBAA Election Guidelines
F. Voting Schedule
G. Letter to Club Owners
H. Registration Form
I. Tally Sheet
J. Voting Summary
Election Chairman Contact information:
Name: ___________________________________
Home Phone: ______________________________
Cell Phone: ________________________________
Email address: ______________________________
Policies and Procedures for Election of DBAA Board
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I. Copy of the DBAA By‐Laws, Article VIII
Elections
A. Date of Elections. Elections shall be held at the first DBAA sectional of the year,
unless otherwise provided by the Board of Directors.
B. Nominating Committee. At a time reasonably in advance of annual meeting of the
DBAA in an even-numbered year, the President shall appoint a Chairman and two
members of the Nominating Committee for the election of officers. The Nominating
Committee Members shall be members in good standing of the DBAA. They cannot
be members of the Board of Directors and shall not be eligible for nomination.
C. Good Standing. Candidates for all positions must be members in good standing of
the DBAA.
D. Nomination of Officers. The duties of the Nominating Committee are:
1. Recruiting and evaluating potential candidates;
2. Selecting at least one candidate for each office listed on the ballot;
3. Publicizing the slate of candidates at least 60 days prior to the date of election
so that the membership has the opportunity to view the list and give due
consideration prior to the election. Notification shall be made through posting at
local clubs and such other methods as deemed appropriate. The notification
shall include the following information:
a. Any person(s) wishing to run for office whose name is not on the slate
proposed by the Nominating Committee may have their name put on the
ballot by notifying in writing the Chairman of the Nominating Committee no
less than 30 days prior to the date of the election.
b. Any person(s) wishing to run for Director may have their name put on the
ballot by notifying in writing the Chairman of the Nominating Committee, no
less than 30 days prior to the date of the election pursuant to Error!
Reference source not found.. E. below.
c. The name of the Nominating Committee Chairman and instructions for receipt
of an absentee ballot shall be posted at the bottom of the slate of candidates;
4. Issuing, as soon as practical after the self-nomination period has ended, an
amended slate to include those who self-nominated for any officer or director
position. This amended notification shall repeat the instructions for receipt of an
absentee ballot.
E. Nomination of Directors. Any member in good standing of the DBAA wishing to run
for the position of director may so advise the Chair of the Nomination Committee.
Such notice shall be in writing and shall be made no later than thirty (30) days prior
to the date of the election.
Policies and Procedures for Election of DBAA Board
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F. Election Committee. The President of the DBAA shall appoint a Chairman and an
appropriate number of members for an Election Committee to handle the election in
an efficient manner. The Election Committee Members shall be members in good
standing of the DBAA. They cannot be members of the Board of Directors and shall
not be eligible for nomination.
G. Election Procedures. The Board shall establish procedures under which the Election
Committee shall operate. These Election Procedures shall be posted on the DBAA
website and provide, at a minimum, for absentee balloting. The Election Procedures
may be amended by a two-thirds (2/3) vote of the directors in attendance at a
regularly scheduled meeting. The Secretary shall maintain a current copy of the
procedures in the Minutes book.
II. Election Policies
A.DBAA officers and other Directors are elected to two year terms in even numbered
years. (NOTE: All DBAA Board members are Directors. For the purpose of this
document, the term Directors will be used for all non‐officer Directors.)
B.Election Committee
1. The President will appoint the Election Committee and its Chairman
(recommended total of 6 members) subject to approval of the DBAA Board.
If the Chairman needs additional Committee Members, the Chairman will
select members and request DBAA Board approval.
2. The Election Committee members will serve as voting monitors.
3. The Election Committee will set poll hours, assure security of the ballot box and
the ballots, maintain secrecy of proceedings and results, and count the
ballots.
4. A member of the Election Committee will be present at the polling place while it
is open.
5. The Chairman of the Election Committee will announce the election results at
the Annual Membership Meeting or as provided in the case of a run‐off
election.
6. The Chairman will provide the results to the DBAA webmaster for posting on
the DBAA website as soon as possible after the election.
7. The Election Committee must ensure that only members in good standing vote
and that no member may vote more than once.
C.Voting
1. Voting will be held at local clubs and at the Sectional Tournament.
2. Polls must be manned by a member of the Election Committee at all times that
the Polls are open. If the election is held during a tournament, the Election
Committee shall determine the hours that the polls are open giving
consideration to morning, afternoon and evening players.
Policies and Procedures for Election of DBAA Board
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3. The ballot box must remain in possession of a member of the Election
Committee at all times after the Polls are initially opened. The ballot box
must be monitored so that ballots may not be removed from or
inappropriately added into the box. No officer, candidate, or member not on
the Election Committee shall at any time have access to the ballots.
4. Only ACBL members in good standing and living within the DBAA area may vote.
5. Members may vote only once in the election.
6. Absentee ballots are permitted.
a. Any DBAA member may request an absentee ballot from the Chairman of
the Election Committee no more that 30 days and no less than 10 days in
advance of the election.
b. An absentee ballot must be requested by email and include the members
name, ACBL number and home address. The information for requesting an
absentee ballot will be provided at the bottom of the Slate of Candidates
which is posted on the DBAA website.
c. The Election Chairman will send an Absentee Ballot Letter (see Appendix B)
and a blank Ballot (see Appendix C) to the requestor.
d. It shall be the responsibility of the voting member to return the ballot to
the Chairman before the end of the election or, if the meeting is held
during a tournament, by the end of the first session on the next to the last
day of the tournament.
e. The Chairman shall ensure that no individual who voted by absentee ballot
votes again in person.
7. When the final voting session is ended, the Election Committee shall open the
ballot boxes privately and tally the votes. No member of the Election
Committee shall volunteer information to any member outside the Election
Committee until all voting has been completed and the winners have been
announced. Total secrecy of the results shall be maintained until the
Chairman of the Election Committee announces the results of the election at
the Annual Membership Meeting. If the meeting is held during a tournament,
this announcement ordinarily shall be made on the last day of the
tournament. Margin of victory will not be disclosed.
8. A recount may be called for by any candidate or member who suspects an
impropriety has occurred. Said person must show reasonable cause to the
Chairman of the Election Committee to justify a recount.
D.Run‐off Elections
1. When no candidate running for an office of the DBAA tallies at least 50+% of the
votes cast for the office, a run‐off election may be required unless the
leading candidate’s vote total is greater than the votes received by any other
candidate for the office by a margin of at least 5% of the total votes cast for
the office. When required, a run‐off election will be between the two
candidates receiving the most votes for the office.
Policies and Procedures for Election of DBAA Board
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2. If a run‐off is necessary, the Chairman of the Election Committee shall notify the
President. The President will announce that result in the membership
meeting and shall release a written notice to all clubs as soon as possible.
The notice shall announce the times and places that the polls will be open for
voting in the run‐off election.
3. Absentee ballots are permitted and are administered under the same
procedures applying for a regular election.
4. A representative from the Election Committee will be at each polling place
while the polls are open and will supervise the voting as done in a regular
election.
5. Election results will be announced on the DBAA website and through written
notice to the clubs.
E. Running Unopposed
If only one candidate is running for each office/Director position, an election shall
not be held. The Chairman of the Election Committee shall declare the candidates
elected by acclamation at the membership meeting.
III. Election Chairman Responsibilities (Items A‐G must be completed 2 weeks prior to 1st
voting)
A.Select Committee Members (if not appointed by the DBAA Board); get Board approval.
B.Create the following
1. Ballot (see Appendix C)
2. Sample Ballot (copy the Ballot, type “SAMPLE” in red before “Ballot” in the
heading, and insert a watermark of SAMPLE diagonally on the page.)
3. Member List of Eligible Voters (see Appendix D for instructions on creating)
4. Voting/Monitor Schedule for Club and Tournament voting (see section III F)
5. Fill in the information on templates (Appendices B, G and I. For Tally Sheet
Appendix I, only use last name in candidate names)
C.Fill in the Chairman Contact info on page 1 of this document
D.Send DBAA Election Guidelines to each candidate (Appendix E)
E. Request Biographies from candidates for DBAA offices and Directors (max of 500
words).
F. Schedule early voting in sanctioned clubs for 1 week prior to the tournament
1. Contact sanctioned club owners for preferred date(s) for club voting (club
voting is to be one week before tournament)
2. Create Voting Schedule (Appendix F) for Club voting and Tournament voting.
Assign a monitor for each voting session in clubs and tournament.
3. Send Letter to Club Managers (Appendix G) about early voting. Attach the
DBAA Election Guidelines (Appendix E), a Sample Ballot, the Voting Schedule
(Appendix F) and the Candidate Biographies.
Policies and Procedures for Election of DBAA Board
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G.Submit to the DBAA webmaster for posting on the DBAA website:
1. Sample Ballot
2. Voting Schedule
3. Candidate Biographies
H.Prepare Package for Voting Monitors. Give to members one week prior to club voting.
(The DBAA Board keeps the Ballot Boxes, Notebooks and File Folders for Election use.)
1. Copy of Election Committee Procedures
2. 3 copies per voting session of reference material
a. Sample Ballot
b. Biographies of Candidates
2. 6 Registration Forms (Appendix H)
3. 50‐100 Ballots (depending on the size of the game where they are monitoring)
4. 1 Sealed Ballot Box
5. Copy of DBAA Member List
I. Consolidate list of voters on daily basis, send to Committee members during club voting
(See section VII, D)
J. Send Absentee Letter (Appendix B) with Ballot to requestors when receive request
K.Count Votes on the evening prior to the last day of the tournament (see section IX).
L. Announce winners at Annual Membership Meeting
M. Prepare Voting Summary after all voting is completed (Appendix K).
IV. Election Monitor Responsibilities
A.Contact Club Manager to confirm schedule and set up needs
B.Assign a helper, and inform them of their duties
C.Ensure that each voter signs a Registration Form and is an eligible voter from the
Member List
D.Provide names of voters to the Election Chair on same day as monitored
E.Update your member list upon receipt of data from Chairman
F. Assist in vote counting
V. General Monitoring Procedures:
A.The schedule for early voting in sanctioned clubs, and voting at the tournament will be
set with an Election Committee Member scheduled for monitoring at each assigned
voting session.
B.The Club voting sessions will be scheduled for the week prior to the tournament and will
be coordinated with the Club Manager’s preference for when their allotted early
sessions will occur.
C.The number of allowed voting sessions at each club is decided by the DBAA Board.
Normally only 1 voting session is held per sanctioned club, however a club owner may
request a maximum of one additional club voting session if submitted to the Election
Chairman one month prior to the voting. The Committee will try to accommodate the
additional voting session. This may require additional Committee members to
accommodate the schedule.
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D.Each monitor must contact the club manager where voting will take place to confirm
that an area will be set up for the voting. A letter has been sent to the Club Manager’s
stating the requirements so this is confirmation only.
E. All voting, whether at a club or the tournament, must be monitored by an Election
Committee member. The Election Committee member who is handling the monitoring
may use a “helper”. Helpers are encouraged if there is heavy voting to ensure that all
Ballots are filled out, then placed in the Ballot Box. If a helper is used, the helper must
remain impartial during voting, and may not be:
1. A current member of the DBAA Board
2. A candidate for the DBAA Board
3. A spouse or Significant Other of candidate for the DBAA Board
F. Each monitor must submit his own vote under another committee member’s
monitoring. A committee member may not vote within his own monitoring session.
G.If a monitor plans to play at a club after his monitoring session, the monitor must secure
his registration forms, Ballot Box and Member List prior to the game start. This data
cannot be left unattended at any time.
H.No campaigning should be conducted on the premises of a polling location on the day of
voting (this includes parking lots).
I. It is the monitor’s job to ensure that only “official” personnel (the Committee member
and possibly a designated helper) are in the voting area.
VI. Monitoring Process and Follow‐up
A.Monitor will show up 15 minutes ahead of scheduled monitoring time to set up
B.Ask the Club Manager/Director to let you know any feedback they receive from voters,
positive or negative
C.Use a new Registration Form at each monitoring session. Fill in the date, location and
your name at the bottom of the Registration Form
D.Announce at the beginning of voting that
1. You are holding early voting for the DBAA Board. Each voter should give the
monitor his name as the voter fills out the Registration Form to facilitate
check in.
2. The Ballot must be filled out and put in the Ballot Box at this time. If the voter is
not ready to submit his Ballot, please wait to register until the voter is ready
to submit his Ballot, as blank Ballots cannot leave the voting area.
3. Sample Ballots, DBAA Description and Biographies of the candidates are
available for the voters to review before voting
E. The voter will fill out the Registration Form
F. If the voter does not know his ACBL number, it is on the Member List so the Monitor can
provide it.
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G.The monitor will check that the voter is on the Member List and has not previously
voted. If so, the monitor will put a check by that voter’s name on the Member List and
will hand the voter a Ballot. If the above criteria are not met, the voter will not receive
a Ballot.
1. There will be no Provisional Voting per instructions from the DBAA Board. If the
voter’s name is not on the list, he does not get to vote. The Member List was
created from information provided by the ACBL via the DBAA.
2. If the voter’s name is marked as already voted, inform him that each member is
only allowed one vote. If the voter states he has not previously voted, ask for
his name and phone number. Inform him that the Committee will check the
previous Registration Forms for verification, and the Election Chairman will
contact the voter with the results. If an error was made by the Committee,
the Chairman will coordinate with that voter to ensure he gets to vote.
Contact the Chairman ASAP and report this information so the Chairman can
verify and follow up.
3. If the member’s name is not on the Member List, there are 2 usual reasons:
either the member is not current on their ACBL dues or they do not live in
one of the 6 DBAA counties. However, there could be incorrect information
from the ACBL. The Chairman will try to verify whether the person is an
active member.
VII. Monitoring Early Voting in Clubs specifics
A.The Ballot Box has a metal framed contents tab. Please write in this tab which voting
session is in this box. This will facilitate the audit of votes.
B.If multiple Registration Forms were used for a voting session, staple the sheets together
so there is one “set” per voting session.
C.As soon as possible after voting ends, the information from that session’s registration
must be reported to the Chairman. This may be accomplished in one of the following
manners:
1. Hand delivery
2. Scan the Registration Form from that session and email it to the Chairman
3. Fax the Registration Form to the Chairman. If this method is used, please call
the Chairman first to inform him a fax is forthcoming.
4. Send an email to the Chairman. If this method is used, please use a blank
Registration Form in Excel format to type in the Last and First Name of the
voter. ACBL number will not be required.
D.When the Chairman receives the list from all monitors for that day, he will consolidate
all the voters for that day and sort the data on a Registration Form spreadsheet, then
email the list to all committee members. Because voting will be occurring during day
and night games, the Chairman may send a separate list from the nighttime voting.
Each committee member is responsible for ensuring his Member List has been
Policies and Procedures for Election of DBAA Board
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updated for all voting sessions prior to his next monitoring session. Each committee
member has a schedule of all voting sessions. Note: if the Chairman and Committee
Policies and Procedures for Election of DBAA Board
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Members are familiar with any type of cloud computing such as Google Docs, usage of
a mechanized way to simplify this daily update would be preferable to the manual
procedures documented above.
E. The Chairman will update the Master Member List from all information sent by the
Committee Members (include the date and where voted on the Master List).
F. All Ballot Boxes will remain sealed. At the end of early voting in clubs, the Committee
Members will give the Chairman their Ballot Boxes, completed Registration Forms,
Member List, and any unused Ballots and Registration Forms. This can be worked out
on an individual basis to ensure that the chairman has all of the ballots prior to
counting.
G.The Chairman will dispose of the extra DBAA Member Lists.
VIII. Tournament Monitoring specifics
A.One larger Ballot Box will be used for all tournament voting.
B.The Master Member List previously maintained by the Chairman will be used for
Tournament Voting.
C.The Chairman will provide the monitor with the materials needed for voting (Ballot Box,
Registration Forms, Pencils, Sample Ballots, Candidate Biographies and Master
Member List) prior to the monitor’s session and will pick up these materials at the end
of the voting session.
D.The Chairman will lock up the above in a secure location, until the next voting session.
IX. Vote Counting Procedures
A.Counting votes will be handled by the Election committee. At least 2 members must be
present during all counting. All members are preferable to ensure that counting can
be handled as quickly as possible.
B.After the end of voting prior to the final night session at the tournament, counting votes
will start. As each Ballot Box is opened, the number of ballots in the ballot box will be
counted and compared to the number of entries on the Registration Forms for that
box. These numbers should balance. If not, the Election Committee should review
procedures to ensure that the Ballots and Registration balance.
C.Teams of 2 will be used to count the votes. One person will open the ballot and call out
the votes to the other team member for marking on a Tally Sheet (see Appendix I). A
Tally Sheet will be generated for each Ballot Box. Then the individual Tally Sheets will
be combined on a Master Tally Sheet to give a Total to determine the winners.
D.Absentee Ballots: The individual Absentee Ballots must include a signed Registration
Form along with the ballot. As each absentee ballot is opened, verify that the voter is
on the Member List and has not previously voted. If the voter does not meet this
criteria , the registration form and vote cannot be counted. If the voter does meet this
criteria, put a check by that voter’s name on the Master Member List, place the ballot
in one stack and the registration forms in another stack so the voters’ name and their
votes cannot be associated. The absentee ballots will then be counted under the same
Policies and Procedures for Election of DBAA Board
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procedures as documented above. A separate Tally Sheet should be utilized for the
absentee ballots.
E. If no DBAA officer candidate receives a majority of votes as described in Section II E 1, a
runoff election will be held.
X. Announcement of Winners
The Election Chairman will announce the winners at the Annual Membership Meeting
at the tournament.
The Election Committee may not disclose the winner prior to the announcement.
Margins of victory or loss are NOT to be discussed. Winners are all that are disclosed.
XI. Final Processes for the Election Chairman:
A.The Registration Forms, Ballots, and Tally Sheets must be kept by the Election Chairman
for a period of one week after the announcement of winners in case a candidate
contests the results.
B.After one week, the Chairman will return the Ballot Boxes, Notebooks and File Folders
to the DBAA Board.
C.The Chairman will destroy the ballots, Membership Lists, Registration Forms and Tally
Sheets.
D.A Voting Summary (Appendix J) should be submitted to the DBAA Board that
summarizes number of votes at each Early Voting Session, Tournament Voting and
Absentee Ballot voting for help in determining what sessions are needed for future
Elections. This summary will ONLY include number of votes. No information will be
provided on number of votes for any candidate.
Policies and Procedures for Election of DBAA Board
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Appendix A
DBAA 20XX SLATE OF
OFFICER CANDIDATES
The following candidates have been selected to run for the designated
office by the DBAA Nominating Committee:
PRESIDENT Candidate 1 Candidate 2
VICE PRESIDENT Candidate 1 Candidate 2
SECRETARY Candidate 1 Candidate 2
TREASURER Candidate 1 Candidate 2
Any person wishing to run for one of the offices listed above may have
his or her name placed on the ballot by emailing notice to the
Nominating Committee Chairman, (Chairman Name), by (Date).
The election will be held in club voting and at the Atlanta (Tournament
Name) beginning XX/XX/XX.
(Nominating chairman)’s email address: (actual email address)
Instructions for Voting by Absentee Ballot
Each individual who wishes to vote absentee must request his or her own ballot
by submitting name, ACBL number and home address by (XX/XX/XX) to (Election
Chairman Name) at (email address). This request must be in writing (not by
telephone). An absentee ballot will be sent to the voter by return mail.
Policies and Procedures for Election of DBAA Board
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Appendix B
XX/XX/XX
To: DBAA Member
From: Election Chairman Name
Re: Absentee Voting
Enclosed is an absentee ballot for the election of DBAA Board members .
For this ballot to be valid, it must be received by Election Chairman Name, Election Chairman,
either in person or via US Mail, no later than XX/XX/XX. You must include the below registration
information with your ballot so that you can be checked off the list of eligible voters.
Election Chairman Name
Address line 1
Address line 2
Registration Form:
_____________________ _______________________ ___________________
Last Name First Name ACBL number
___________________________
Signature
Policies and Procedures for Election of DBAA Board
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Appendix C
20XX Ballot for DBAA Officers and Directors
DBAA Officers:
Please check only one candidate for each office. If you do not wish to vote for an office,
your ballot will be counted for the offices for which you have voted.
President:
Candidate 1
Candidate 2
Vice President:
Candidate 1
Candidate 2
Secretary:
Candidate 1
Candidate 2
Treasurer:
Candidate 1
Candidate 2
DBAA Directors:
Please check up to 4 choices. There are 5 candidates and 4 positions.
If you vote for less than 4 people, your ballot will be counted.
Candidate 1
Candidate 2
Candidate 3
Candidate 4
Candidate 5
Policies and Procedures for Election of DBAA Board
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Policies and Procedures for Election of DBAA Board
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Appendix D
Create Member List of Eligible DBAA Voters for Elections
1. Request a current spreadsheet of the DBAA (Unit 253) membership from the DBAA
Secretary. If s/he does not have the list, request it from the ACBL IT Manager, currently
RichardOshlag@acbl.org.
2. Delete all columns except ACBL number, First Name and Last Name
3. Add 2 columns for “Where Voted” and “Date”
4. Format Spreadsheet for printing
a. Add header “DBAA List 20XX” where XX represents Year
b. Format Columns in following order
i. Where Voted
ii. Date
iii. ACBL Number
iv. First Name
v. Last Name
c. Create Print Title to repeat column heading on each printed page with column
headings bolded
d. Set Left Margin to 2.95 and Right Margin to .45 so last name will be close to edge
e. Set to print gridlines
Example of format:
DBAA Master List 20XX
Where Voted Date ACBL # First Name Last Name
1234561 John Brown
L234567 John Doe
M24683 Mary Doe
2819876 Jane Smith
4445566 Mike Smith
Policies and Procedures for Election of DBAA Board
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Appendix E
DBAA Election Guidelines
The DBAA Board is composed entirely of volunteers. These guidelines are issued to promote
positive campaigning and elections. In order to encourage volunteers, the existing DBAA Board,
the Club Owners/Directors in the DBAA area and the candidates themselves should try to keep
the Election Process in a positive light.
DBAA Guidelines
1. No endorsements of candidates should be made by the DBAA Board, Nominating
Committee Members or Election Committee Members
2. Utilize DBAA website and newsletter for Communications
a. Provide a link in the DBAA Newsletter to the DBAA website where information
on the upcoming election is provided
b. The DBAA website should provide a separate “Election” section which includes
i. Sample Ballot
ii. Voting Schedule
iii. Candidate Biographies
iv. Candidate statements/positions
Candidate Guidelines
1. Candidates should prepare a Biography (max 500 words) which will be placed on the
DBAA website.
2. Campaigning should be about yourself, not your opponent. Keep the campaign positive.
3. Mass emails should not be utilized for campaigning. The DBAA website will provide a
section for candidate statements/positions. This should be the vehicle for
communications.
4. No campaigning should be conducted on the premises of a polling location on the day of
voting (this includes parking lots).
Club Owner/Director Guidelines
1. Should not endorse any candidate publicly
2. It is OK to discuss your endorsements privately, especially if asked.
3. Allow equal access to all candidates who wish to make a brief statement at a club game
(on a day other than when voting is taking place)
4. Should not allow individuals to make announcements at the club endorsing a candidate
5. Announce and post at your games the Election voting schedule and the Slate of
Candidates
Policies and Procedures for Election of DBAA Board
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Appendix F
Voting Schedule
Club Voting
Bridge Club Day Date Monitor
Alpharetta Mon XX/XX/XX John Doe
Atlanta DBC Mon XX/XX/XX John Doe
Bridge Club of Atlanta Mon XX/XX/XX John Doe
Buckhead Mon XX/XX/XX John Doe
DBAA Game Mon XX/XX/XX John Doe
Marietta Mon XX/XX/XX John Doe
Play Bridge Mon XX/XX/XX John Doe
Roswell Mon XX/XX/XX John Doe
Tournament Voting
Day Date Time Monitor
Wed XX/XX/XX 1:15 – 2:00 pm John Doe
Thur XX/XX/XX 1:15 – 2:00 pm John Doe
Fri XX/XX/XX 1:15 – 2:00 pm John Doe
Sat XX/XX/XX 1:15 – 2:00 pm John Doe
Policies and Procedures for Election of DBAA Board
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Sun XX/XX/XX 1:15 – 2:00 pm John Doe
Appendix G
To: Club Managers
From: Chairman’s Name, Election Chairman
Re: DBAA Directors Election
Attachments: Early Voting Schedule
Sample Ballot
The DBAA will sponsor early voting in the clubs the week of (XX/XX/XX). You have been
scheduled for early voting as per your requested date(s). Attached is a schedule of the dates
for all clubs, including your club. A monitor for voting (as shown on the schedule) will be at
your club 45 minutes prior to game time. Voting will commence 30 minutes prior to game time.
Please announce to your club members that voting will occur per your schedule. Voting will also
occur at the (Tournament Name) tournament in (City Name) the following week (Voting
schedule for the tournament is shown below.) Attached is a sample ballot and biographies for
the candidates so the members can look at this information ahead of time. This information is
also posted on the DBAA web site. If possible, please post this information on your club’s
bulletin board in advance.
Also attached is the Guidelines for Candidates and Guidelines for Club Owners/Directors.
Please review these Guidelines to promote positive campaigning and elections.
On the day of voting, the monitor will need about 3 tables together for the voting (prior to
game only). Please decide where you would like the setup and the monitor will use the space
you designate. The monitor will bring everything needed, except pencils. We hope you will have
pencils available for use.
The schedule for voting at the (Tournament Name) will be as follows:
(Day XX/XX/XX) – (Day XX/XX/XX) (Info to be inserted according to the schedule for this
tournament)
a. between the morning and afternoon sessions (approximately 1 – 2 pm)
b. 30 min after the afternoon session (approximately 5:30 ‐ 6 pm depending on
the game ending time).
Thanks for your assistance in making club voting a success.
Policies and Procedures for Election of DBAA Board
Revised 10/04/15 Page 20
(Chairman Name),
Election Chairman
Appendix H
Registration Form
Last Name First Name ACBL Number Signature
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Date ________ Location _____________________ Monitor _____________________________
Policies and Procedures for Election of DBAA Board
Revised 10/04/15 Page 21
Appendix I
Tally Sheet
Office Candidate Votes
President Candidate 1
Candidate 2
Vice President Candidate 1
Candidate 2
Secretary Candidate 1
Candidate 2
Treasurer Candidate 1
Candidate 2
Directors Candidate 1
Candidate 2
Candidate 3
Candidate 4
Candidate 5
Policies and Procedures for Election of DBAA Board
Revised 10/04/15 Page 22
Appendix J
Voting summary
Club Voting # of Votes
Alpharetta 40
Atlanta DBC 41
Bridge Club of Atlanta 42
Buckhead 43
DBAA Game 44
Marietta 45
Play Bridge 46
Roswell 47
Total 348
Absentee Ballots # of Votes
Total 350
Tournament Voting # of Votes
Wednesday 30
Thursday 31
Friday 32
Saturday 33
Sunday 34
Total 160
Grand Total: all voting 858
Note: This data would be easiest to maintain as an Excel Spreadsheet so automatic
summarizations can be used and the data could be reformatted or summarized as needed.
These tables are illustrative of the data on the spreadsheet.