This document provides guidance for developing the rules and guidelines for an Election Committee. It begins with the objectives of developing comprehensive election rules, communicating the approved rules to members, and executing the approved rules. It then discusses key concepts like the meaning of democracy in cooperatives, election principles of one member one vote and member engagement. It provides examples of elements to include in election rules like timelines, candidate qualifications, voting processes, and ensuring fairness. It emphasizes the board's responsibility to oversee elections and ensure they meet standards of excellence in governance. Finally, it discusses documenting election policies for transparency.

1. Formulation
for Election Committee
Jo B. Bitonio
Supervising CDS CDA-DEO
A Lecture-presentation for PCU La Union
October 29-30, 2013
Diego Silang Conference Room, San Fernando City, La Union

2. This training course is
designed to develop the basic
competencies of a member of
the Election Committee in
developing the election rules
and guidelines

3. Objective
Upon completion of the course the
learners should be able to:
 LO1. Develop comprehensive election rules
and guidelines.
 LO2. Communicate the approved rules and
guidelines with members.
 LO3. Execute the approved election rules
and guidelines

4. Develop Comprehensive Election
Committee Rules and Guidelines
Contents:
- The Meaning & Practice of Democracy in
Cooperatives
· Election Principles and Practices
· Drafting the Election Rules and Guidelines
for the Cooperative

5. The Meaning & Practice of Democracy in
Cooperatives
Art. 4, RA 9520
(2) Democratic Member Control - Cooperatives
are democratic organizations that are controlled
by their members who actively participate in
setting their policies and making decisions. Men
and women serving as elected representatives,
directors or officers are accountable to the
membership. In primary cooperatives, members
have equal voting rights of one-member, one-vote.
Cooperatives at other levels are organized in the
same democratic manner.

6. ARTICLE V
Committees By Laws
Section 3. Election Committee. An Election
Committee is hereby created and shall be
composed of _____ ( ) members to be elected
during a general assembly meeting and shall hold
office for a term of one (1) year or until their
successors shall have been elected and qualified.
Within ten (10) days after their election they shall
elect from among themselves a Chairperson, ViceChairperson and a Secretary. No member of the
committee shall hold any other position within the
Cooperative during his/her term of office

7. Section 4. Functions and Responsibilities
The Election Committee shall:
a. Formulate election rules and guidelines, and
recommend to the GA for approval;
b. Implement election rules and guidelines duly
approved by the GA;
c. Recommend necessary amendments to the election
rules and guidelines, in consultation with the Board of
Directors, for approval of the GA;
d. Supervise the conduct, manner and procedure of
election and other election related activities and act
on the changes thereto;

8. Section 4. Functions and Responsibilities
e. Canvass and certify the results of the election;
f. Proclaim the winning candidates;
g. Decide election and other related cases
except those involving the Election Committee
or its members, and
h. Perform such other functions as prescribed in
the By-laws or authorized by the GA.

9. Election Principles and Practices
Was your last Board election a thoughtful exercise
in democracy in which members chose a wellqualified set of directors that add value to the
Board and to the co-op?
More than anyone else in the cooperative, the
Board itself is responsible for ensuring that the
answer to this question is “Yes!” Elections should
be neither mundane (dull) nor contentious
(controversial), but should honor and reinforce
the democratic foundations of cooperatives.

10. Three Fundamental Principles Underlie
Election Procedures and Processes:
♦ One member, one
vote: The Cooperative
Principles tell us
“cooperatives are
democratic organizations
controlled by their
members,” with members
having “equal voting rights
(one member, one vote).”

11. ♦ Member
engagement: Board
elections are an
important way that
cooperative
member- owners
and their Boards
engage with each
other.

12. ♦ Excellence in
governance: The
Board, which bears
ultimate responsibility
for the affairs of the
co-op, must ensure
that elections meet
basic standards of
fairness and create
strong leadership for
the cooperative.

13. What Makes an Election Both Fair and
Beneficial to the Cooperative?
♦ An informed electorate
or membership-owners
understand the
leadership role of the
Board, the ongoing work
in which the Board is
engaged, and the
current issues facing the
cooperative.

14. ♦ Voting processes that are
open to all, easilyunderstood and monitored.
There is a concise and clear
set of election procedures
that follow all applicable
requirements (including
state law, your co-op’s
bylaws, and Board policy).
Elections are monitored
and overseen by objective
persons to make sure that
the procedures are
followed.

15. ♦ A voting process in which each vote is sacred.
Each person casts their vote without undue
influence from anyone else; ballots are secret.
In addition, ballots are kept secure from the
moment they are cast until they are counted.
♦ An outcome that all owners have confidence in
and are able to support regardless of personal
views

17. ♦ Establish a set of criteria for fair and
democratic board elections.
♦ Write these criteria as a governance process
policy, or as a Election Committee Guideline.
♦ Require the ELECOM responsible for
supervising the election process to report
back to the board following the election.
♦ The content of the report should clearly
indicate how the process met the board’s preestablished criteria.

18. ♦ Create an application packet for candidates to
(1) educate them about the Board’s role and
(2) give them an opportunity to reflect on and
explain their qualifications.
♦ The Board should present members with more
than enough qualified candidates. Contested
elections are an important aspect of true
democratic control.

19. ♦ For cooperatives with large number of
membership (1,000 and above) , allow
members to cast ballots over a period of time,
rather than solely at the annual meeting itself.
This is a simple way to encourage greater
participation.

20. ♦ Create an application packet for
candidates to
(1) educate them about the Board’s role
and
(2) give them an opportunity to reflect on
and explain their qualifications.

21. ♦ The Board should present members
with more than enough qualified
candidates. Contested elections are
an important aspect of true
democratic control.

22. The Cooperative Principle of Democratic
Member Control ensures accountability of
Board members Directors are elected by a
vote of the entire membership Voting will
typically be by mail, online and/or in person,
with one vote per member (applicable to
cooperatives with large membership).

23. ♦ Remember the election itself is just one
part of an annual cycle of Board
recruitment and development. After a bit
of rest and celebration – jump right back
into the Board development work so that
your members will have another great
crop of Board candidates next year.

24. Election Timeline
February 4 Acceptance of Nomination
(Board, Committee, Self
Nomination)
March 9
ELECOM approves nominations,
ballot/candidates are publicly
announced
March 16 Candidate orientation
March 23 GA members can vote in person;
election results announced

25. ♦ Don’t forget to orient and train your new
directors. Remember the 5th Cooperative
Principle: “Cooperatives provide education
and training for their members, elected
representatives, managers and employees so
they can contribute effectively to the
development of their cooperatives.”

26. Excellent Boards Ensure Excellent Elections
Throughout the election cycle, from the
nomination process, to the balloting period,
and on to the vote count itself, the Board
ensures complete integrity.
Make decisions based on your controlling
documents, set and alter policy and
procedure as necessary, delegate and
monitor carefully. Because democracy
matters, elections matter; because
elections matter, your Board must fulfill its
duty on behalf of your co-op’s members

27. Documenting/Codifying Policies
Transparency
Policy No.
Subject
Resolution No
Date
Approved
/Adopted
010-s-10
2013
Whistleblower Policy
010-s-010-2013
October 11,
2013
011-s-10
2013
Conflict of Interest Policy
011-s-10-2013
October 18,
2013
012-s-10
2013
Policy for all Officers to
comply with the mandatory
training Requirements
013-s-10
2013
Election Policy & Guidelines
013-s-10 2013
Oct 28, 2013
014-s-10
2013
Policy on Educating the
Officers
014-s-10 2013
Nov 8, 2013

28. Workshop
Formulate Rules for
the Cooperative
Election Committee

29. Reference
Michael Healy and Thane Joyal/ Elections Field
Guide, v4.1
https://cdsconsulting.centraldesktop.com/cbl
d/doc/6858744/w-Elections
MC 2013-02 Supplemented Roles on the
Training Requirements of the Directors,
Officers and Committee members dated Feb
7, 2013