Resolved, that Section 7 of the House Standing Rules 'Elections' be amended to read as follows:
Section 7. Elections
- Candidate Information
President/vice president and speaker of the House candidates’ letter of intent and CV’s can be found on the ASDA website at least three weeks prior to the Annual Session. President/vice president candidates’ platforms can be found on the website, are published in the issue of ASDA News immediately prior to annual session and are distributed to participants at the annual session.
- Election Code of Conduct
All president/vice president and speaker of the House of Delegates candidates must agree to the following guidelines before beginning their election campaigns. The intent of these guidelines is to encourage fair campaigning by ASDA members and maintain dignified and courteous conduct.
In the event that the board of trustees adopts a resolution related to the candidacy of an individual member seeking a president/vice president or speaker of the House position, trustees must provide the aforementioned resolution to their caucuses during the first caucus following the board decision. The candidate must be informed of the resolution prior to the first caucus meetings following the board decision so that the candidate may choose to address this issue during the candidate’s speech and/or caucus forums. The executive committee and board of trustees may address the House of Delegates in regards to this issue if they deem it necessary.
- Candidates and their supporters shall not use ASDA central office stationery or business cards issued by the central office to promote and support a candidate.
- Candidates shall not, and shall not cause or request their supporters to, make negative personal comments against their opponents or refer disparagingly to other candidates, but should focus the campaign on their own positive attributes rather than on negative characteristics of the opposing candidate.
- There shall be no packaged food, other gifts or campaign tokens distributed or used by the candidates as part of the candidates’ campaigns. These items include but are not limited to badges, clothing, pins, and other small campaign tokens with the candidate’s name, signs, banners or printed material.
- Entertaining by the candidates will not be permitted in any suite or meeting room reserved or funded by ASDA.￼
- A candidate may solicit a delegate or alternate delegate by phone, mail, e-mail, or fax; however the ASDA central office will not provide any of these numbers.
- Candidates are only permitted to use their own personal funds for their campaign. No corporate donations of any kind may be utilized.
- Third party endorsements (such as corporate sponsors or other professional organizations) are not allowed.
The officers of the Association shall be charged with the implementation and monitoring of these guidelines and has the power to remove a candidate from the ballot. Upon receipt of a written complaint, or upon initiation of a review of campaign-related material, the officers shall determine if a violation has occurred. If a violation has occurred, which will be determined by a majority of voting committee members, the president shall send written notification of the violation to the candidate. Any candidate so adjudicated shall have an automatic right of an expedited appeal to the officers via electronic meeting or other timely means. If a violation has occurred, as determined through this process, the candidate shall be deemed to have forfeited his or her status as a candidate and may not be elected to office in the subsequent election. Any officer that is a candidate must declare a conflict of interest.
Each president/vice president or speaker of the House candidate must be officially nominated by a person of his or her choice at the House of Delegates Business Meeting II scheduled on Thursday morning. Nominators will be allowed 1 minute maximum to nominate and introduce their candidate, including a brief explanation of the candidate’s experience and previous ASDA positions held. Each president/vice president and speaker of the House candidate must also designate an escort who will serve as a neutral party and escort each candidate through the caucuses. The escort will be responsible for monitoring the door and time.
Each candidate receives a copy of these guidelines and a statement to sign, certifying that he/she has read the guidelines; promises to abide by them; will immediately report any deviations of which he/she becomes aware to the officers of the Association; and will notify and try to correct any supporter upon learning of an actual or potential deviation.
- Presentation of Platform to the House of Delegates
Each candidate for president/vice president will have exactly seven (7) minutes to present his or her platform to the members of the House of Delegates. Each candidate for speaker of the House will have exactly five (5) minutes to address the House of Delegates. Delegates are not permitted to pose questions to the candidates at this time. A staff member will keep time and signal the candidate.
- Questioning Advancing Candidates
For candidates advancing from the first round of balloting, each candidate for president/vice president will have five (5) questions and one (1) minute per question and each candidate for speaker will have three (3) questions and 1 minute per question to answer the question. Questions should be submitted by the deadline set by the speaker of the House. Up to two questions are to be submitted by each district caucus for both president/vice president and speaker candidates. The same questions are asked of every candidate for a particular position and are selected by the speaker of the House. In the event the speaker of the House is a candidate, the president will select questions for advancing candidates. A staff member will keep time and signal the candidate.
- Caucus Visits by President/Vice President and Speaker of the House Candidates
The following guidelines have been established for those times during the annual session when president/vice president and speaker of the House candidates appear before joint caucuses to answer delegate questions:
- Each candidate will have up to 15 minutes to answer questions posed by delegates during the joint caucuses. Each caucus has their own caucus rules which may produce variations in the questioning from caucus to caucus.
- Each candidate selects an individual to escort him/her through the caucuses. Current and former national leaders of the Association may not serve as escorts.
- The president, immediate past president and speaker of the House will hold a
forum for election candidates to better prepare them for what to expect in the caucus sessions.
- Casting Ballots
Election polls are open on the first day of House of Delegates business. Delegates are responsible for voting during this time period and must present valid credentials to the election staff in order to receive a ballot. Elections are conducted by secret written ballot. Only certified delegates are permitted to participate in the elections of the House of Delegates.
- Election Committee
The Election Committee of the Association is responsible for conducting the election of national officers. The Executive Committee appoints members on-site at annual session. The members of this committee include the Secretary of the House, three members of the Association, as well as one member from a dental organization other than ASDA. The executive director serves as the chair of the committee and the three ASDA members serve as tellers of the election. Tellers are responsible for counting the ballots. All members of the Election Committee are responsible for seeing that ballots are counted accurately.
- Tabulation of the Ballots
After the votes are counted, the Election Committee produces an election report which details the election results. This election report is retained for one year by the Secretary of the House. The election report will be available to any member upon written request to the Secretary of the House.