These regulations are based on the MyData Global’s bylaws and approved by the association’s spring general meeting on May 6th 2021.
This regulation extends the Association’s bylaws section 10.5 ‘Voting in General Meeting’ by describing the used election and voting methods. It has three objectives:
Power balance: Establish equal voting power between two membership classes (individual members and organisation members). Ensure every member in good standing as of 30 days before the elections can vote (registration to vote is not required). The number of votes for different membership classes is determined based on the membership numbers 30 days before the spring general meeting.
Online first: Guarantee fair and practical online voting in meetings with both online participants and participants physically present in local satellite meetings.
Diversity: The electorate can influence the diversity of the elected board so that the board members would best complement each other.
The closed ballot voting method is used in elections when there are more candidates than available positions. A closed ballot is also used when the discussion suggests that the outcome of a decision item is not clear, and voting is therefore needed.
This process aims to facilitate and encourage broad participation by the membership and ensure diversity and inclusivity in MyData Global elections.
Before the general meeting:
a) In the notification, the members are given instructions on how to step up and candidate for the Board and/or the Steering Group.
b) After the notification, the willing members have two weeks to submit their Board and/or Steering Committee candidacy.
c) Besides this self-nomination process steering group also proactively approaches potential candidates and interviews them.
d) Individual members can be nominated or they can self-nominate for the Board or the Steering Committee, or both.
a) This notice shall contain the instructions on the election process.
b) All who have the right to vote will receive a unique voting code in a separate email.
During the general meeting:
The Board and Steering Group elections are handled as the last decision point in the general meeting. To accommodate the minimum 72 hour voting period, the general meeting will be put on a break during which the online voting and vote counting will occur. After the voting break, the meeting will resume to announce the results of the voting and close the meeting. The general meeting in which the elections take place may flow in the following order:
Casting votes for both Board and Steering Committee elections happen at the same time. The ballots for Board elections are counted first. The successful candidates in the Board election become non-eligible for the Steering Committee, and votes they had received in the Steering Committee elections become void.
All items that are voted during the meeting break (72 hour voting period) are voted in parallel using the same voting form.
If the board size is decided by voting at the same time of elections, it means that at the time of voting, the members will not know how many people will be elected. The form will allow the highest possible number of elected seats as the most number of possible votes. (E.g., if the board size alternatives are 7 and 9, and we have 4 people retiring, up to 5 votes are cast on each ballot.)
Members of the Association may delegate their vote(s) to another member by sharing their voting code with another person. Detailed guidance on informing member secretary about the proxy voting will be given in the general meeting invitation.
Last updated on 18 May 2021