Policy and Procedure Manual
Article I. Introduction
This Manual sets forth the operation of the Council of Representatives, (also referred to as the Council) including Council Regional Group Leaders (GLs), Speaker of the Council (Speaker), Alternate Speaker of the Council (Alternate Speaker) and the Council Secretary in the conduct of Council business.
Section 1.01 Purpose and Duties: As defined in the American Society of Home Inspectors (ASHI) Bylaws:
(a) To elect directors as vacancies call for and one alternate director each year
(b) To populate the Officer Nominating Committee (ONC) and to chair and populate the Director Nominating Committee (DNC)
(c) To work with the ASHI Board of Directors (ASHI Board) to provide a training ground for future ASHI leaders
(d) To act as a two-way conduit of communication between the board, staff, chapters, meeting groups (MGs) and the membership.
Section 1.02 Duties of the Council: As defined in the ASHI Bylaws
Section 1.03 Policy Definition: Council policies are directives for mandatory actions. Deviation from the Council’s policies requires the presentation of a motion to the Council Group Leaders and an approving majority vote by the Council of Representatives.
Section 1.04 Procedure Definition: Procedures provide direction for the execution of Council policies and are intended to guide the Speaker, GLs, Chapter and MG Representatives (Representatives), and ASHI staff in carrying out the policies to which they refer. Procedures are not mandatory, need not be followed literally, and do not require Council membership approval for modification, simply the Group Leaders majority vote require a majority vote of the GLs for modification or deviation.
Section 1.05 Comments Definition: An advisory statement.
A comment has no force of policy.
Article II. Administration
Section 2.01 Confidential Information
With the exception of the materials and discussions of the nominating committees, there shall be no confidential information. Any request by a Council Representative shall be addressed.
Section 2.02 Procedure: Council Record Retention Schedule
(a) General correspondence (member’s request, etc.) ......... 3 Years.
(b) Minutes of all meetings …………………… permanent.
(c) Request put to the Board of Directors ……….....…… permanent.
(d) Nominating committee materials ..…... 90 Days after ballots counted.
(e) All CoR records, including minutes of all meetings, shall be stored electronically at ASHI headquarters (HQ).
Section 2.03 Comment: A copy of records should be maintained by the Council Secretary on a similar retention schedule.
Article III. Hierarchy of the Council
Section 3.01 Council Makeup
The body of the Council shall be made up of one or more representatives of each of the qualifying chapters or groups of non-unaffiliated members, hereinafter referred to as meeting groups (MGs), as defined in the ASHI bylaws.
Section 3.02 Regional Groups
There shall be regional groups of representatives consisting of approximately 10 chapters and/or MGs. Each regional group shall elect a GL to serve as defined in 4.07 of this manual. Regional groups may be formed or realigned by majority vote of the ASHI Board as necessary when new chapters and/or MGs are formed or no longer qualify.
Section 3.03 Comment:
The Speaker may, from time-to-time, take a motion to the ASHI Board to request changes as necessary.
Article IV. Council Job Descriptions
Section 4.01 Policy: Council Speaker
The speaker shall preside over all Council Meetings and convey to the Board of Directors concerns and recommendations, received from the membership, as relayed by Representatives.
(a) Specific Responsibilities
(i) Preside over all Council meetings
(ii) Attend all ASHI Board meetings including executive session
(iii) Be familiar with ASHI bylaws and the ASHI strategic plan
(iv) Understand Council and Board functions within the Society
(v) Be familiar with the ASHI Council guidelines for conducting Council business
(vi) Appoint Council committees and chairpersons per the guidelines established in this manual and ensure committee business is performed in a timely manner - In the event that a committee chair does not fulfill his-or-her chair obligations, or for other good causes, the Speaker may remove the chairperson and appoint a replacement without the approval of the Council.
(vii) Ensure that the ONC and DNC slates are filled as required and coordinate the voting process with staff
(viii) Obtain input from the Council on matters as requested by the ASHI Board and report the findings to the ASHI Board
(ix) Present proposals to the ASHI Board based upon a consensus of the Council
(x) Conduct monthly conference calls with the Council GL meetings
(xi) Set the Council agenda and goals for the coming year
(xii) Invite committee chairs and other members to GL meetings as needed Poll the ASHI committee chairs for questions, if any, to be asked of the membership on a quarterly basis. (This is best accomplished by attendance at the quarterly conference calls)
(xiii) Provide questionnaires for the GLs, Representatives and/or the general membership
(xiv) Schedule a GL meeting prior to the ASHI Board meeting to discuss issues of importance pending motions, the Speaker’s quarterly report and other issues of importance
(xv) Determine issues for inclusion in the Board book File quarterly reports for inclusion in the board book
(xvi) Schedule a conference call or e-conference of Group Leaders to review items after receiving the minutes of Board Meeting to review proceedings (to discuss topics of concern and to inform the chapters and membership of the proceedings of the Board)
(xvii) File motions as approved by a majority vote of the group leaders for inclusion in the board book
(xviii) Attend the committee chair planning meeting
(xix) Welcome and acknowledge new Representatives
(xx) Hold a special election in the event that a GL position opens during the year – The Speaker may appoint an interim GL to serve until the special election takes place.
(xxi) In concert with the incoming Speaker, set the agenda for the annual Council meeting
(xxii) Introduce the incoming Speaker to the Council at a time of his-or-her choosing during the Council meeting as the final act of responsibility at the end of his-or-her term
Section 4.02 Policy: The term of the Speaker of the Council is two years
He-or-she must remain a member of the Council throughout his-or-her term.
Section 4.03 Policy: Alternate Council Speaker assumes the responsibility of the Council Speaker in his-or-her absence and assumes the office of Speaker upon the resignation or removal from office of the Speaker.
(a) Specific Responsibilities:
(i) Attend Board meetings in the event the Speaker is unable to attend
(ii) Perform duties of the Council Secretary when specifically assigned by the Speaker
(iii) Attend to the distribution of communication within the Council: including meeting links, agendas, minutes, and other communication as assigned by the Speaker
Section 4.04 Term: The term of the Alternate Speaker is two years runs concurrently with the Speaker’s two-year term. He-or-she must remain on the Council throughout his-or-her term.
Section 4.05 Policy: Council Secretary
The Council Secretary shall be appointed by the Speaker after the close of each annual Council meeting.
(a) Specific Responsibilities:
(i) As assigned by the Speaker
(ii) Keep minutes of all meetings and teleconference calls including phone and web-conferences
(iii) Confirm a quorum at Council meetings
(iv) Transmit meeting minutes to staff
(v) Maintain records of meeting minutes
(vi) Maintain accurate records of representatives, their terms and previous Council service
(vii) Keep HQ, chapters and MGs and the DNC chair informed of Council membership
Section 4.06 Policy: The Secretary’s term ends upon the announcement by the Speaker of his-or-her replacement.
The outgoing secretary shall:
(a) Ensure that all meeting minutes have been transferred to staff
(b) Transfer all historical records to the incoming secretary to ensure continuity
Section 4.07 Policy: Group Leaders shall be elected annually by the Council members of their respective regional groups at the annual Council meeting.
(a) Specific Responsibilities:
(i) Attend and participate in all GL meetings
(ii) Ensure that Representatives within their groups regularly interact with their respective chapters
(iii) Maintain regular contact with Representatives of chapters within their groups
(iv) Obtain member feedback from Representatives in their groups
(v) Be prepared to participate in the communication network as called upon by the Speaker
(vi) Learn about ASHI governance
(vii) Attend Board meetings and chapter leadership day Leadership Development Conference (LDC) when practical
(viii) Welcome new Council members within their respective group areas
(b) GL meetings shall be held monthly and may be conducted telephonically or electronically.
(c) In the event of a vacancy, the Speaker shall appoint a Council member as interim group leader until such time the new group leader takes office. The group may hold a special election to fill a vacancy or replace an appointed GL.
Section 4.08 Policy: Chapter Council Representatives
The Council Representatives shall be elected or appointed by their primary ASHI chapter or MG to serve a two-year term.
(a) Policy: Specific Responsibilities:
(i) Vote for ASHI Directors and Cox Award candidates
(ii) Maintain an informed knowledge of ASHI business through contact with other Council members and by reading ASHI correspondence
(iii) Keep their respective membership informed regarding ASHI Board actions
(iv) Be the liaison between Chapter members and the Council
(v) Respond to Council communications in a timely manner
(vi) Keep in contact with the GLs and the Speaker
(vii) Must be able Have ability to communicate electronically and must login to the Council discussion forum so he or she will be subscribed to all Council correspondence
(viii) Attend the annual Council meeting at the ASHI national conference - If unable to attend, the Representative, in coordination with his or her chapter president, is responsible for finding an alternate to represent their chapter and report that alternate’s name and contact information to his or her group leader and to the Speaker.
(ix) Attend LDC annually Leadership Day Conference
(x) Maintain his or her listing on the Council roster Each representative must confirm his or her status as a representative during the month of June each year by confirming that his or her listing in the ASHI member directory, in the Council of Representatives is correct
Article V. Council Representative Membership
Section 5.01 Policy: Representative Selection
(a) The requirements for Representatives are defined in the ASHI bylaws. Representatives shall be assigned by their individual chapters or MGs.
(b) Appointed or elected Representatives shall be assured full terms
(c) The number of Representatives for each chapter or MG is determined by the ASHI bylaws which base the number of Representatives allowed on the number of voting members who claim primary affiliation in each chapter or MG. The number of representatives shall be determined according to the number of voting members of ASHI (Inspector, Certified or Retired) as follows:
(i) 10 – 35, one representative
(ii) 36 – 70, two representatives
(iii) 71 – 105, three representatives
(iv) 106 – 140, four representatives
(v) 141 or more, five representatives
(d) Chapter and MG membership numbers shall be audited by ASHI staff at the request of the Council Secretary to determine confirm the number eligibility of Representatives allowed each chapter or MG per ASHI bylaws. This audit will consist of a review of the chapter's or MG’s members’ listings in the ASHI membership directory as of that date at the time of the audit.
(e) As soon as a Chapter or MG qualifies for an initial or additional Representative, the chapter may elect or appoint a chapter Representative to serve a two-year term starting at that time. That is, the chapter need not wait until July 1.
(f) If the July 1 audit results requires the removal of one or more Council Representatives from a chapter or a MG: In the event that a chapter’s eligibility changes:
(i) Every duly assigned Representative, including the most newly appointed, may complete his-or-her term except as defined in 5.02
(ii) The chapter or MG may, as terms expire or as representatives resign, appoint representatives only to fulfill the number of representatives allowed in 5.01(c).
Section 5.02 Policy: Recalling a Representative
(a) A chapter, according to its bylaws and/or policies, or an MG by a majority vote, may terminate a Representative’s term prematurely.
Section 5.03 Comment: Desired Representative Qualities
(a) The person selected for this position should be one who has displayed evidence of leadership by having performed in some chapter leadership capacity, such as committee chair or chapter office on the board of directors or has expressed a desire to serve on the ASHI Board and preferably, in some ASHI committee service.
(b) Since the Board of Directors is selected from the members of the Council, the Council needs to be made up of members who have shown evidence of leadership at the chapter level, willingness to get involved in and make the time commitment for the Council and committee work and/or the desire to serve the society either as a board member or potentially as a national officer.
Section 5.04 Comment: Desired Representative Behavior
(a) Each Council member is encouraged to speak the desires of his-or-her respective membership, and not promote his-or-her own agenda.
Section 5.05 Comment: Desired Representative Term:
Chapters and MGs should arrange their Council Representative(s) terms as determined by the chapter bylaws and MGs.
Section 5.06 Policy: Eligibility for Board of Directors Nomination:
Any ASHI member in good standing who has spent one year on the Council, at any time, and who is a current member of the Council as of October 1, meets the 1-year criteria and shall be eligible for nomination to the Board as a director. The individual must remain as a Council Representative through the Directors’ balloting process.
Article VI. Council Meetings
According to ASHI Bylaws:
Section 6.01 Policy: Annual Meeting Attendance
(a) Attendance by every Council Representative, or that of an appointed alternate, is Mandatory.
Section 6.02 Policy: Meetings
(a) Notice for each member meeting shall be 30 days.
(b) When feasible, the annual Council meeting shall be scheduled at a time at the annual ASHI Conference.
(c) Council Meetings shall not run simultaneously with ASHI Board meetings to allow members of each to participate in the other’s meeting.
Section 6.03 Policy: Participation in Discussions
(a) All members of the Council are recognized.
(b) The Speaker shall task the Council Secretary to create the official list of members and review any contests.
(c) Recognized alternates shall have full voting rights upon qualification.
(d) ASHI legal counsel is recognized.
(e) ASHI staff members shall be invited guests.
Section 6.04 Policy: Minutes of Council Meetings
(a) Minutes of all GL meetings shall be distributed made available to all the members of the Council.
(b) Minutes are to be taken by an ASHI staff member or the Council secretary then reviewed and approved by the Council Secretary and/or the Alternate Speaker and the Speaker.
(c) The minutes will be reviewed and/or approved by the GLs.
Section 6.05 Agenda of Annual Council Meeting
(a) Policy: The agenda shall be prepared by the Speaker and sent made available to the Council members prior to the annual Council meeting. The agenda shall include a list of action items for the year in order to allow Council members to discuss the list of action items. The Speaker will send a draft list to the Council 30 days prior to the meeting.
(b) Procedure: Typical agenda may include:
(i) Quorum Call
(ii) Opening remarks from by the Speaker
(iii) Review of Agenda
(iv) Reading of prior meeting minutes
(v) Executive Director’s remarks
(vi) President’s address
(vii) President-Elect’s address
(viii) Report from HQ
(ix) Speaker of the Council presents prior year Council’s accomplishments
(x) Council Committee reports:
1) Officer Nominating Committee
2) Director Nominating Committee
3) Policies and Procedures Committee
(c) Unfinished business
(d) Outgoing Speaker introduces incoming Speaker (when applicable)
(e) Incoming Speaker accedes to office (when applicable) New Speaker Addresses Council (if Applicable)
(f) Speaker of the Council’s directions/goals for the upcoming term
(g) Selection of new Group Leaders
(h) Nominating Committees members selection process to begin
(i) Call for volunteers to fill standing committee chairs and committee memberships
(j) Unfinished Business
(k) New Business
(l) Review of accomplishments
(m) Formulate a list of Council action items for the upcoming year
Article VII. Election of the Council Speaker
Section 7.01 Policy:
(a) On the second year of the Speaker’s term, the DNC shall solicit matrices for the nomination of the new Speaker. This process will follow the same timetable as the Directors nominating process. The election shall be held concurrently with that of the Directors.
(b) Highest vote-getter becomes Speaker and second highest vote-getter becomes Alternate Speaker.
(c) If the Speaker runs unopposed or the Alternate Speaker resigns, In the absence of an Alternate Speaker, the Speaker shall appoint an Alternate Speaker.
(d) The newly elected Speaker shall take office at the conclusion of the Annual ASHI Business Meeting during the annual Council meeting at a time determined by the outgoing Speaker.
Article VIII. Removal from Office
Section 8.01 Policy: The Speaker may be removed from office, with or without cause, by two-thirds of those who vote, provided at least 60% of the total Council participates in the vote. When cause is alleged, the charges will be in writing.
(a) The Speaker shall be given at least thirty days’ notice of the vote and have a reasonable opportunity to defend him-or-herself regardless of whether the removal is with or without cause.
(b) The vote may be in person or by US mail, fax, or by electronic voting, but must be by secret ballot.
(c) The request for removal of the Speaker requires the written request of at least one-third of the Council of Representatives. Such requests shall be sent to the Council Secretary. The Council Secretary shall forward copies of the requests for removal to the Speaker within forty-eight hours of receipt.
Section 8.02 The removal of a GL from office during his-or-her term shall be upon unanimous vote of his-or-her respective regional group. Replacement shall be determined by 4.07(c).
Article IX. Policy: Council Committees
There shall be three standing committees
Section 9.01 Officers Nominating Committee (ONC)
(a) In the event that more than one officer candidate matrix is submitted for any one office, the ONC shall conduct a face-to-face meeting, with all members in the same room. If only one matrix is submitted for each position, the meetings may be held electronically.
Section 9.02 Directors Nominating Committee (DNC)
(a) The chair person is appointed by the Speaker.
Section 9.03 Policy & Procedure Committee
(a) The chairperson is appointed by the Speaker.
(b) The committee shall consist of 2 representatives.
(c) The duties of the committee will be updated as necessary.
Section 9.04 There may be ad hoc Council Committees
(a) The chairperson(s) is/are appointed by the Speaker.
(b) Perform responsibilities as outlined in committee job descriptions.
(c) Committees vary in length of term.
(d) Ad hoc committees can be established or dissolved at the discretion of the Speaker.
Article X. Nominating Committees
Section 10.01 Policy: Officer Nominating Committee (ONC) and Director Nominating Committee (DNC) Selection
(a) Council members wishing to serve on these committees shall have served at least one year on the Council of Representatives.
(b) The Speaker of the Council shall appoint a DNC chair by February 1.
(c) Council members wishing to serve on these committees shall submit their names to the Speaker on or before February 1.
(d) Council members wishing to serve on these committees shall submit the online matrix form on or before February 28.
(e) The Speaker and the staff member in charge of membership shall keep a file of all matrices received.
(f) The Speaker and a staff member shall review the matrices to determine if the candidates are eligible to serve. The staff member in charge of membership shall distribute eligible matrices and ballots to the Council members on or before March 10.
(g) The Speaker of the Council and the staff member in charge of membership shall complete the election of the committee members and provide the results to the ONC and DNC chairs on or before March 30.
Section 10.02 Procedure: Matrix Form for Electing ONC and DNC Committee Members.
(a) The ONC and DNC Committee matrix form may contain:
(i) Nominee Identification information
(ii) The number of years as a Council member
(iii) The number of years as an ASHI member
(iv) List of other associations the nominee belongs to
(v) List of business affiliations within the home inspection profession
(vi) List of prior and current ASHI National involvement (committees, leadership, etc.)
Section 10.03 Policy: Director Nominating Committee Duties
(a) The DNC shall nominate five or more candidates from within the Council to run for positions as ASHI directors.
(b) The DNC shall conduct an online town hall meeting to pose questions to the nominees.
Section 10.04 Policy: Director Nominating Committee Composition
(a) The Speaker shall appoint the DNC chair.
(b) The Council shall select the remaining four (4) DNC members by election from among themselves.
(c) The Speaker of the Council shall appoint alternate DNC members if elected members are unable to serve.
Section 10.05 Policy: Participants at Director Nominating Committee Meetings
(a) The ASHI Executive Director, the ASHI Education, Inc., (AEI) Executive Director, ASHI staff, and AEI staff shall not be present when the DNC is meeting, except when invited for temporary consultation.
(b) The DNC may interview candidates, and may consult the ASHI executive director, ASHI legal counsel, current ASHI officers and directors, the Speaker, ASHI staff and any other person.
Section 10.06 Policy: Director Nominating Committee Confidentiality
(a) All contents, discussions, documents, interviews, and consultations of the DNC meeting and the results shall be strictly confidential.
(b) The DNC chair shall verify that all DNC members understand the confidentiality requirement and have signed the confidentiality agreement.
Section 10.07 Policy: Director Nominating Committee Operations
The DNC chair shall vote only to break a tie.
Section 10.08 Procedure: Matrix Form for Evaluating Nominees
(a) The DNC shall use a matrix form that may contain:
(i) Nominee identification information
(ii) A current photograph of the nominee
(iii) Number of years as an ASHI member
(iv) Chapter leadership positions
(v) Prior and current ASHI involvement (committees, leadership, etc.)
(vi) A declaration that the nominee shall study ASHI governance and issues responsibly and participate fully
(vii) Information that shows whether the nominee is respected and trusted by ASHI members
(viii) Information that shows whether the nominee is concerned about ASHI and the community it serves
(ix) An answer to the question: Why are you the best candidate for this position?
(x) Membership in or leadership positions in other home inspection organizations
(xi) List of all nominee business affiliations, financial or otherwise, in the home inspection industry profession
(xii) An acknowledgment indicating that the nominee understands the duties of the office
(xiii) An agreement to actively serve and commit to the time required of the position if elected
(xiv) An agreement to undergo a background check in accordance with the BVI Program. Cross Reference: ASHI P&P Membership, Section 5.
(xv) Disclose on the matrix Form if the Director candidate has been disciplined by a public letter of censure - Cross-reference: ASHI P&P Complaints, Section 13.
(b) The ASHI staff member in charge of membership shall make a new Matrix Form link available on the ASHI website for each election cycle.
(c) The Matrix Form shall have displayed on the form the date of the election cycle and the date on which the form is due.
Section 10.09 Policy: Director Nominating Committee Process
(a) Council members who have served a minimum of one year on the Council at any time may be placed on the director ballot by DNC nomination, or by petition.
(b) Any Council member may nominate another qualified Council member, or may nominate himself/herself, using the online matrix form obtained from the ASHI website.
(c) Council members who wish to be considered by the DNC shall submit the current year Matrix Form. The DNC may not consider matrix forms from prior years.
(d) The DNC may contact Council members to inquire about their interest in serving.
(e) An ASHI member may not hold more than one office (except as allowed by ASHI Bylaws).
(f) A DNC member shall resign from the DNC immediately upon acceptance submission of their director nomination matrix.
(g) The DNC chair and ASHI staff member in charge of membership shall verify that all candidates have agreed, in writing, to serve, have completed a matrix, are a Council member in good standing, and have completed the background check in accordance with the BVI Program. Cross-reference: ASHI P&P Membership, Section 5.
(h) ASHI staff shall provide each director candidate with a copy of the policies about campaigning and elections.
(i) ASHI staff shall post the matrix forms of DNC nominated Director candidates on the members only area of the ASHI website, within ten (10) calendar days of the announcement of the director candidates.
Section 10.10 Procedure: Communication with Potential Director Nominees
(a) A person who wishes to submit a matrix form to the DNC shall submit the matrix on or before August 15.
(b) The DNC chair shall acknowledge receipt of the matrix by telephone voice or electronic means, if voice communication is impractical, within two (2) days after receiving the matrix form.
(c) The person submitting a matrix form shall contact the DNC chair and ASHI staff by telephone voice or by electronic means, if voice communication is impractical, if that person has not received an acknowledgment that the form has been received within four (4) days after submitting the matrix form.
(d) Matrices shall remain in a file created for the current election cycle be maintained within the matrix submission program.
(e) ASHI staff and the DNC chair shall review the matrices to determine if the candidates are eligible to serve.
(f) The DNC chair shall inform those nominated by the DNC by telephone voice, if possible, or by electronic means, if voice communication is impractical, within forty-eight (48) hours after the DNC finishes the nominating process.
(g) ASHI staff shall send the names of those nominated by the DNC to those submitting a matrix Form, but were not nominated, within five (5) calendar days after the DNC finishes the nominating process, and before this information is published to the members. This shall include communication thanking them for their offer to serve.
Section 10.11 Policy: Petition Nominating Process
(a) The ASHI staff member in charge of membership shall determine and announce the number of signatures required for a prospective petition candidate to be placed on the ballot. The number of signatures required for a petition candidate to be placed on the ballot shall be announced on the day after the DNC nominations are announced. This number shall be based on the number of Council members on the day that the DNC nominated candidates are announced.
(b) ASHI staff shall notify the DNC chair that a petition form has been requested.
(c) The prospective petition candidate shall:
(i) Have previously completed the processes for being an eligible Director nominee
(ii) Obtain the official petition form from ASHI staff
(iii) Obtain the printed name and signature of at least ten percent (10%) of the then current Council members on the official petition form
(iv) Ensure that only Council members sign the official petition form
(v) Ensure that there are no duplicate signatures
(vi) Ensure that all fields on the official petition form are filled in - Lines, ditto marks, and other short cuts may be grounds for disallowing the petition
(vii) Ensure that all official petition forms are original - Copies may be grounds for disallowing the petition
(viii) Submit a valid original petition - The petition must be received by ASHI staff before 5:00 PM Central Time on October 21
(ix) Submit a director matrix - The matrix must be received by ASHI staff before 5:00PM Central Time on October 21.
(d) The official petition form shall not be changed in any manner, except for a change to the fax, phone number, or electronic address of the prospective petition candidate.
(e) No person shall submit an official petition other than the prospective petition candidate. ASHI staff shall not count petition forms submitted by people other than the prospective petition candidate.
(f) ASHI staff shall notify Council members by electronic means about prospective petition candidates during the last week of September and the second week of October. This notice shall include the names of candidates nominated by the DNC.
(g) ASHI staff shall, upon request by a prospective petition candidate, send the candidate’s petition solicitation by electronic means under the following conditions:
(i) Each candidate shall be entitled to two (2) electronic solicitation during the petition period.
(ii) The candidate may submit text for the solicitation of not more than two hundred (200) words to the ASHI staff member in charge of membership.
(iii) The DNC chair and the Speaker of the Council shall approve or reject the solicitation text.
(iv) The solicitation shall include the candidate’s matrix Form.
(h) A Council member may sign more than one prospective director petition candidate’s petition.
(i) ASHI staff shall not count petition forms received after the deadline. The prospective petition candidate assumes all responsibility for delivering the official petition form to ASHI HQ before the deadline.
(j) ASHI staff, the Speaker and the DNC chair shall verify the validity of the petition and the matrix prior to placing the name of a candidate on the ballot.
(k) ASHI staff shall post the matrix form of director candidates by petition on the members only area of the ASHI website, within five (5) calendar days of the submission of a valid petition.
(l) ASHI staff shall retain all petitions and signatures until the election results are declared valid.
Section 10.11-A Policy: Alternative (electronic) Petition Nominating Process
(a) The number of signatures required for a petition candidate to be placed on the ballot shall be announced on the day after the DNC nominations are announced. This number shall be based on the number of Council members on the day that the DNC nominated candidates are announced.
(b) The DNC chair shall be notified that a petition form has been activated.
(c) The prospective petition candidate shall:
(i) Activate the online petition form
(ii) Obtain authentication of at least ten percent (10%) of the then current Council members on the electronic petition form
(iii) Submit the petition before 11:59 PM Central Time on October 21
(iv) Submit a director matrix before 11:59 PM Central Time on October 21
(d) No person other than the prospective petition candidate shall activate or submit an online petition form.
(e) ASHI staff shall notify Council members by electronic means about prospective petition candidates during the last week of September and the second week of October. This notice shall include the names of candidates nominated by the DNC.
(f) ASHI staff shall, upon request by a prospective petition candidate, send the candidate’s petition solicitation by electronic means under the following conditions:
(i) Each candidate shall be entitled to two (2) electronic solicitation during the petition period.
(ii) The candidate may submit text for the solicitation of not more than two hundred (200) words.
(iii) The DNC chair and the Speaker of the Council shall approve or reject the solicitation text.
(iv) The solicitation shall include the candidate’s matrix.
(g) A Council member may authenticate more than one prospective director petition candidate’s petition.
(h) ASHI staff, the Speaker and the DNC chair shall verify the validity of the petition prior to placing the name of a candidate on the ballot.
(i) ASHI staff shall post the matrix of director candidates by petition on the members only area of the ASHI website, within five (5) calendar days of the submission of a valid petition.
(j) Petition data shall be maintained until the election results are declared valid.
Section 10.12 Policy: Campaigning
(a) Candidates and others may make positive statements about candidates. Negative campaigning shall not be permitted.
(b) ASHI funds and resources shall not be used for campaigning, except as provided for in this section.
(c) ASHI staff, DNC members, ASHI legal counsel, and election committee members shall not participate in campaigning.
(d) ASHI staff shall, upon request by a candidate, send the candidate’s campaign solicitation by electronic means under the following conditions:
(i) Each candidate shall be entitled to two (2) electronic campaign solicitations during the campaign period.
(ii) The candidate may submit text for the solicitation of not more than two hundred (200) words to ASHI staff .
(iii) The DNC chair and the Speaker shall approve or reject the solicitation text.
(iv) The solicitation shall include the candidate’s matrix.
(e) The ASHI Reporter shall publish election and campaigning policies in the September, October, and November issues.
Section 10.13 Policy: Establishment of ASHI Election Committee
(a) ASHI establishes a standing election committee. Cross-reference: ASHI P&P Establishment of ASHI Election Committee, Section 16.5.
(b) The election committee shall monitor and supervise all ASHI elections to ensure that the elections are fair and impartial.
(c) The Speaker shall recommend to the ASHI Board a new past ASHI Board member to serve a three-year term on the Election Committee annually.
Section 10.14 Procedure: Election Calendar
Dates shall be the date at the end of the day by which the task shall be completed or if falling on a weekend or holiday the next business day.
(a) February 1: The Speaker of the Council shall select the DNC chair.
(b) February 1: Council members wishing to serve on the DNC submit their names to the Speaker.
(c) February 15: The DNC chair shall submit the director election notice to The ASHI Reporter staff for inclusion in the April, May, June, and July issues. This notice shall contain:
(i) The election calendar
(ii) An invitation to submit nominations
(iii) The matrix form requirement
(iv) A statement that self-nominations are permitted
(v) A statement that nominees must confirm (in writing) a willingness to serve, and an agreement to undergo a background check in accordance with the BVI Program, Cross-reference: ASHI P&P Membership, Section 5
(vi) A statement that nominations are closed as of August 15
(d) February 28: Council members wishing to serve on the ONC and DNC submit their Matrices.
(e) March 10: Officer and director nominating committee member ballots shall be distributed to the Council.
(f) March 30: The Speaker and the ASHI staff member in charge of membership complete the election for ONC and DNC members.
(g) April 15: The DNC meets (via electronic means) to discuss the election policies and procedures, and whether changes are needed. The DNC chair shall submit proposed changes to the Council membership. The DNC shall review and, if needed, revise the director matrix form for delivery to ASHI staff for publication on the ASHI web site.
(h) August 15: The nomination period ends. ASHI staff verifies that the nominees are qualified, have completed the BVI Program background check, and have agreed to serve. ASHI staff sends the matrices to the DNC chair, who sends the matrices to the DNC members.
(i) September 15: The DNC meets to select nominees.
(j) October 30: The town hall meeting takes place.
(k) October 31: ASHI staff sends ballots to eligible voting members.
(l) December 5: The election period ends.
(m) December 6: Ballots are counted. The ASHI President notifies the candidates by electronic means. ASHI staff provides election results to The ASHI Reporter staff for publication in the next issue.
Section 10.15 Procedure: Ballot Preparation and Voting
(a) ASHI staff shall prepare the ballot. The Speaker and the DNC chair shall approve the ballot.
(b) Candidates shall be listed in alphabetical random order. Slated nominees shall be identified as such.
(c) The ballot shall have the option for a voter to write-in and vote for a candidate who is not on the ballot. There shall be no provision for write-in candidates.
(d) Voting shall occur using an electronic-based online voting system approved by the ASHI Board.
(e) The electronic-based voting system shall provide the voter with the opportunity to view:
(i) The candidate’s matrix form
(ii) The duties of an ASHI Director
(f) ASHI staff shall send a ballot to Council members who are in good standing on the day the ballots are sent.
Section 10.16 Procedure: Announcement of Election Results
(a) Those involved in determining and verifying the election results shall not disclose the election results, other than as stated in this procedure.
(b) The ASHI Secretary shall verify the election results and shall inform the ASHI President.
(c) The ASHI President shall notify all candidates of the election results by telephone voice if possible, or by electronic means if voice communication is not practical.
(d) The ASHI Secretary shall seek guidance from ASHI legal counsel, and from the election committee, if necessary, if there is an uncertain or a disputed result. Uncertain and disputed results shall remain unofficial and confidential.
(e) Those involved in receiving and counting ballots shall not disclose the number of votes cast for candidates, unless a candidate files a formal challenge of the results, and the ASHI Board approves the release of the number of votes cast for candidates.
(f) ASHI staff shall publish election results in The ASHI Reporter and may publish election results using other methods.
Article XI. John E. Cox Membership of the Year Award
The John E. Cox award honors individuals who have made exemplary contributions to their chapter during the specified year and who have not previously received the Cox Award.
Section 11.01 Policy: The John E. Cox Award shall recognize an ASHI member who has made exceptional contributions to an ASHI chapter.
Section 11.02 Policy: The recipient of the award shall:
(a) Be an ACI Certified Inspector
(b) Have rendered outstanding service to an ASHI chapter, and to the home inspection profession, over a period of years, or under circumstances that may not recur
(c) Not be the current Speaker of the Council
Section 11.03 Policy: ASHI staff shall publish a A call for nominations shall be made available to chapter presidents and to Representatives at least four (4) months prior to the start of InspectionWorld the annual ASHI conference.
Section 11.04 Policy: The call for nominations shall contain a deadline of October 21 at 5:00 PM Central Time, or the next business day thereafter. Nominations received after the deadline shall not be accepted.
Section 11.05 Policy: Each chapter may submit one nomination using the John E. Cox Award online Matrix Form.
Section 11.06 Policy: The nomination shall include a description of the ACI candidate’s service to the chapter, and to the home inspection profession, and other information about why the ACI candidate should be considered for the award.
Section 11.07 Policy: ASHI staff shall prepare The ballot shall include including the name and matrix of each nominee. The Speaker shall approve the ballot for distribution to the Council.
Section 11.08 Policy: Council representatives shall vote by using an internet-based online voting system. The voting period shall conclude December 5th. The nominee receiving the highest number of votes shall be the award recipient.
Section 11.09 Policy: The recipient of the John E. Cox Award shall be announced by the Speaker of the Council or their designee at InspectionWorld the annual ASHI conference.