Recognizing it has been several weeks since our last communication to the HOD (FAQs about a Special Meeting of the House of Delegates emailed April 8), your speakers would like to update you regarding plans for a special meeting to be called pursuant to by-laws §2.12.2 and the action of your board on April 3. Our goal has been, and continues to be, to plan a virtual meeting with secure voting that protects participants’ rights and to have it ready to implement once the Board of Trustees (BOT) requests a call be made for a special meeting.
While we await the BOT’s determination of when the special meeting should be called, your speakers have made plans based on the following criteria regarding the meeting. The April 3 BOT action specified that the purpose of the special meeting would include the inauguration, elections and “essential business” only. As such, your speakers present the following details about the special meeting that we have at this time. Please note that final details will be provided at the time of the official “call” for the special meeting.
Conduct of the meeting
-In recognition of the demands that many physicians face with their patients and practices during these challenging times, we anticipate holding the special meeting on a weekend day (likely a Sunday afternoon to avoid religious observances).
-Given the anticipated narrow focus of the special meeting, we are planning for the meeting to last no more than two hours.
-Delegates will be given a secure, unique identifier credential in advance that will be needed for voting.
-Only delegates will be allowed to vote in the elections, but alternates may vote on other business items (note, only the delegate or the alternate will be able cast a vote on any given item).
-Delegates who fear they will be unable to participate in the virtual special meeting are reminded of the opportunity to recredential their alternate delegate to serve as a delegate during this special meeting. Details in this regard will be shared in the “call.” This temporary credentialing will not affect the delegate’s status going forward.
2020 election information
Conduct of the elections
-As previously communicated, the inauguration of our president-elect and elections will be held during the special meeting of the HOD.
-In accordance with our bylaws, nominations for president-elect, speaker and vice speaker will be made “from the floor,” after which nominations will be closed. Elections will then be held for these offices.
-Contingent upon the election of Gerald Harmon, MD as president-elect, four seats will be open for election to the BOT. The BOT candidates’ pre-recorded self-nominating speeches will be aired and all previously nominated council candidates will be announced. There will be an opportunity for further nominations from the floor. After the close of nominations, voting will be conducted live via smartphone or computer using a secure platform.
-Voting will be done in a secure manner by a vendor that can accommodate our requirement that multiple candidates must be selected on one ballot and that only the specified number of candidates can be selected for the ballot to be cast.
-Run-off elections, if necessary, will be held once results are available.
Newly opened positions on councils
-Given that several candidates for the BOT are in unexpired terms on councils (CMS and CSAPH), newly opened positions could be created on these councils.
-Any individual considering being nominated for a newly opened council position will be required to submit a conflict of interest form to the HOD office prior to the deadline of 48 hours before the commencement of the special meeting.
-All potential candidates are encouraged, although not required, to submit a photo to be shown during the virtual meeting at the time of elections.
-In the event of new nominations for any race, all candidates’ conflict of interest statements will be posted on the HOD website and displayed during the virtual meeting, along with photos if available.
-Each candidate, including all remaining previously announced candidates, will be allowed to give a 2-minute speech via a phone line (no video). All potential candidates will receive advance instructions on how to call in for this speech.
-In conjunction with the request of the BOT to call for a special meeting, the BOT will announce its nominations for council races. This announcement officially allows candidates to begin their campaigns.
-This announcement has not yet been made and active campaigning remains embargoed at this time.
-Given the shortened time frame from this notice until the special meeting and the constraints inherent to a virtual meeting, your speakers have reviewed our campaign processes and have developed a plan to best simulate these processes for the special meeting. This plan has been shared with all announced candidates.
-Our goal is to assure that all candidates will have equal opportunity to present their campaign and that all delegates will have equal opportunity to vet each candidate to their satisfaction.
-To simulate the in-person interview process as much as possible, interviews of the candidates will be offered live and pre-recorded.
-“Live” virtual interviews may be arranged with delegations or caucuses. See the notice below.
-“Pre-recorded” interviews will be available on the HOD website as soon as they are completed along with the election manual for all delegates to review.
Notice to delegation and caucus chairs for virtual candidate interviews
-Please determine if your delegation or caucus would like to set up virtual interviews with the candidates in contested races. If so, please consider whether you wish to interview the BOT candidates, the council (CMS) candidates, or both.
-Delegations/caucuses desiring to interview must provide the HOD office at [email protected] with contact information for the person responsible for scheduling interviews and which races they wish to interview.
-Please submit your delegation/caucus interview information as soon as possible. A deadline for submitting your intention to interview candidates will be included in the official “call” for the special meeting.
-The HOD office will collate the list for each race and send it to the candidates, who will schedule directly with the designated contact person.
-Delegations/caucuses are required to provide equal opportunity for all candidates in a particular race. Each candidate should be allotted equal time.
-Delegations/caucuses may select any platform (telephone only, Zoom, Teams, etc.) they wish for their interviews, but the same platform should be offered to all candidates.
-It will be the responsibility of the individual candidates to contact the designated person to arrange an interview.